Senior Executive and Admin Assistant (WFH)

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is a leading CPA firm based in San Francisco, California specializing in accounting, finance, HR, and tax consulting services tailored for seed and venture capital-funded startups. Serving over 500 startups across various industries—including information technology, media, retail, utilities, healthcare, manufacturing, and industrial sectors, the client has been instrumental in helping clients collectively raise over $10 billion in venture capital funding.

About the Role

The Senior Executive and Admin Assistant provides comprehensive, high-level executive support to the Executives and teams, facilitating efficient operations across the executives’ schedule, communications, travel, and client/employee engagements. This role acts as a gatekeeper and trusted partner, handling sensitive information with the utmost confidentiality and anticipating the needs to ensure smooth workflows.

What you’ll do

Calendaring & Scheduling (30%)

• Manage the executive’s calendar with precision, coordinating meetings, calls, and events while ensuring timely follow-ups and prioritization of appointments.

• Schedule and coordinate bi-annual check-ins with clients to maintain relationships and gather feedback.

• Schedule and coordinate bi-annual employee check-ins.

Travel & Conference Planning (25%)

• Arrange all aspects of travel for the Executives, including booking flights, accommodations, local transportation, and managing last-minute changes.

• Register and schedule for relevant industry conferences and events, coordinating logistics and preparing itineraries.

• Process travel expenses and maintain detailed records of expenditures, ensuring compliance with company policies.

Communications & Correspondence (25%)

• Draft, edit, and review internal and external communications on behalf of the Executives, ensuring accuracy and professionalism.

• Prepare agendas, attend meetings, take notes, and track follow-up actions

• Manage the inbox, prioritize emails, and pre-draft communication for the Executives.

Client & Employee Engagement Coordination (10%)

• Track and send timely birthday and work anniversary acknowledgments to employees and clients, creating personalized messages or selecting gifts.

• Organize and distribute holiday cards to clients and employees, ensuring personalization and timely delivery.

• Select and send appropriate gifts for clients and employees based on guidelines or personal preferences.

• Organize cookie or gift drops for clients and employees, including managing delivery timelines, coordinating with vendors, and planning efficient route maps for distribution.

Executive-Level Administrative & Project Support (10%)

• Handle day-to-day administrative duties, including data entry, report preparation, and other tasks.

• Support the Executives with special projects, including research, tracking timelines, creating presentations, and managing project progress as directed.

• And any other duties and tasks to support business needs as directed by management.

Requirements

What You Bring

• 5+ years of experience as an Executive Assistant, remotely supporting Executives of a small firm (100-400 people)

• Must be willing to regularly work East Coast hours to align with the Executive's working hours. (8am to 5pm East Coast)

• Ability to manage travel and calendar coordination and scheduling in a fast-paced, deadline-driven environment

• Tech savvy with advanced proficiency in Google Workspace and scheduling/workflow software

• Experience in a fully-remote people-centric company culture by design (not just temporarily during the pandemic

• Exceptional organizational skills with the ability to manage and prioritize multiple tasks effectively

• Strong written and verbal communication skills, with an ability to draft professional correspondence and reports

• High attention to detail, ensuring accuracy and consistency across all tasks and documents

• Superb interpersonal skills to nurture professional relationships with clients, employees, and external cont