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, founded in 2019, offers software that enhances board performance to achieve better outcomes for all stakeholders. They work with numerous boards globally, helping them optimize effectiveness through scalable solutions. The company is driven by core values such as simplicity, attention to detail, and urgency. With a small, experienced team, they are focused on rapid global expansion, operating in multiple regions, and creating opportunities for significant contributions to their growth.
About the Role
We’re looking for a proactive and detail-oriented Senior Executive Assistant to join our client’s team and provide crucial support to the Managing Director as they scale their operations. In this role, you will manage communication and scheduling for the CEO, clients, staff, the advisory board, and investors. You'll be responsible for handling the documentation involved in onboarding and offboarding clients and staff, as well as overseeing remote office management tasks. Additionally, you'll maintain an organized filing system, manage records, and create new templates to enhance operational efficiency. Your contributions will play a key role in supporting our growth.
What you’ll do:
- Coordinating schedules and communication with the CEO, clients, staff, advisory board, and investors.
- Assisting with client and staff onboarding/offboarding documentation.
- Handling remote office management tasks.
- Maintaining organized records and efficient filing systems.
- Developing and implementing new templates to streamline processes.
What You Bring
EXECUTIVE SUPPORT:
- At least 5 years of full time professional experience as an Executive Assistant/Personal Assistant
- Proven ability to manage complex executive schedules, including coordinating meetings, travel arrangements, and appointments across multiple time zones.
- Experience assisting executives in overseeing projects, ensuring deadlines are met, and tasks are completed efficiently.
- Adept at addressing last-minute changes, resolving scheduling conflicts, and managing unforeseen challenges efficiently
COMMUNICATION
- Proficiency in preparing and editing professional-level reports, presentations, and documents using Microsoft Office Suite or Google Workspace.
- Skilled in creating agendas, taking accurate minutes, and following up on action items post-meeting.
- Demonstrated ability to liaise with internal and external stakeholders, maintaining discretion and professionalism
- Proven ability to manage communications and logistics for cross-functional teams, acting as a central point of contact
EVENT MANAGEMENT
- Experience organizing events, including internal team meetings, off-sites, board meetings, and client presentations.
TRAVEL MANAGEMENT
- Skilled in booking domestic and international travel, including flights, accommodations, transportation, and itinerary preparation.
FINANCIAL AND EXPENSE MANAGEMENT
- Ensuring that expenses fall within the budget, arranging travel and event plans within the budget
TECHNICAL SKILLS
- Strong proficiency in collaboration tools such as GSuite, Slack, Notion and Miro (not that much), LastPass
PERSONAL CHARACTERISTICS
- Comfortable in fast-paced, high-pressure settings, quickly adapting to changing executive needs
- Experience handling sensitive information and maintaining strict confidentiality
- Expertise in managing multiple priorities simultaneously, meeting deadlines under pressure, and ensuring smooth operations
- Self-motivated, thriving in an autonomous work environment.
- A high attention to detail, ensuring work is of the highest quality and catching errors others might miss.
- Comfortable engaging with high-profile clients, demonstrating confidence and professionalism.
- Passion for large business operations and the company’s mission.
- Flexibility to work in Australian timezone and occasionally late nights to support the UK office.
Apply Now
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