Job Title: US Senior Executive Assistant (C-Suite)

Contract Type: Full-time

Work Hours: US Eastern Time Zone and flexible to changing schedules as needed

Work Set-up: Remote

About the Company

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

The Client is a leading provider of advanced spatial data solutions and reality capture through the deployment of state-of-the-art 3D imaging technologies, including cameras, drones, and laser scanners. Catering to a diverse range of sectors, such as industrial facilities, commercial real estate, agriculture, and government agencies, the company converts intricate spatial data into valuable, actionable insights. Their innovative services enable businesses to visualize, plan, and execute projects with exceptional accuracy, offering solutions like immersive virtual tours, high-resolution aerial surveys, and comprehensive digital twin creation.

About the Role

As the Senior Executive Assistant, you will be the primary support for our client’s CEO, managing his complex calendar, handling extensive email correspondence, and streamlining daily administrative tasks. You will act as a trusted right-hand, ensuring the CEO’s time is optimized and allowing him to focus on strategic initiatives.

What You'll Do:

Email Management:

• Monitor, prioritize, and manage the executive's inbox, responding to emails as directed.
• Draft and prepare email correspondence on behalf of the executive.
• Organize and maintain email folders and archives for efficient retrieval.
• Calendar Management:
• Manage and maintain the executive's complex calendar, scheduling appointments, meetings, and travel arrangements.
• Coordinate and confirm meeting logistics, including room reservations and equipment setup.
• Proactively anticipate and resolve scheduling conflicts.

Administrative Support:

• Prepare and organize documents, reports, and presentations.
• Manage and reconcile expense reports.
• Coordinate travel arrangements, including flights, accommodations, and ground transportation.
• Handle incoming and outgoing correspondence, including mail and phone calls.
• Maintain organized filing systems, both physical and digital.
• Assist with special projects and other administrative tasks as assigned.
• Drive efficiency in day-to-day tasks by identifying and implementing process improvements.

Communication & Collaboration:

• Act as a liaison between the executive and internal/external stakeholders.
• Maintain confidentiality and handle sensitive information with discretion.
• Provide timely and accurate information to relevant parties.

What You Bring:

Experience

• 5+ years of experience as an Executive Assistant or in a similar administrative support role.
• Proven experience in managing complex calendars and handling extensive email correspondence.
• Can effectively work and fulfill duties and responsibilities in a remote work environment.
• Prior and successful experience working with C-suite.
• Can effectively work US-hours and be amenable to shifting schedules as needed.

Skills

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize tasks and meet deadlines.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Strong problem-solving skills.
• Ability to maintain confidentiality.

Personal Attributes:

• Proactive and resourceful.
• Reliable and dependable.
• Professional and courteous demeanor.
• Ability to adapt to changing priorities.

Pay Range: Php70,000-120,000 plus benefits

Penbrothers Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

Don't meet every single requirement? At Penbrothers we are committed to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but you don't feel 100% aligned with the qualifications, we encourage you to apply anyway. You may just be the right fit for this or other roles.

Please refer to job description.