Executive Assistant
Confirmed on the employer's own hiring board on Nov 10, 2026. First seen by Alion on Nov 10, 2026. Penbrothers scores B on the Alion truth index.
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 processes millions of contract data points across your portfolio, building a real-time intelligence layer that uncovers hidden costs, validates operating spend, and surfaces portfolio risks fragmented systems miss.
About the Role
We are hiring a remote Executive Assistant, based in the Philippines, to support our CEO directly. Our client is a fast-growing B2B software company headquartered in New York, selling to large US property-management firms.
You will be the CEO's right hand: running his calendar, coordinating his meetings with customers, prospects and investors, and taking care of the admin and follow-ups that pull him away from the work only he can do. You will speak and write with senior people in the US every day, so confident, fluent spoken English is essential.
This is a full-time, long-term role working US Eastern hours.
What you’ll do
Calendar and meetings
Own the CEO's calendar end to end: schedule, reschedule and protect focus time, and keep it tidy across US and Irish time zones
Coordinate meetings with customers, prospects, investors and the team: find times, send invites, book rooms or video links, and chase confirmations
Prepare the CEO for each day: a short daily agenda, who he is meeting, background on each person and any materials he needs
Take notes in meetings where asked and track follow-up actions until they are closed
Prospect and customer gifting
Run our gifting programme for prospects and customers: pick, order, personalise and ship gifts to US addresses, and keep a log of what went to whom and when
Draft the accompanying notes in the CEO's voice
Making the CEO's job easier
Manage his inbox: triage, flag what needs a reply, draft responses for him to approve, and make sure nothing important slips
Book travel, accommodation and restaurants, and build clear itineraries
Submit his expenses and keep receipts in order
Handle ad-hoc research, document formatting, data entry and CRM updates
Keep contact lists, templates and recurring processes documented and up to date
Spot things that are taking his time and propose a way to take them off his plate
What You Bring
Fluent, confident spoken and written English.
3+ years as an Executive Assistant, Virtual Assistant or similar, supporting a founder, CEO or senior leader, ideally for US or UK clients
Proven experience managing a busy executive calendar across time zones
Highly organised and detail-oriented: nothing gets lost, dates and names are always right
Proactive: you anticipate what is needed, chase without being asked and suggest better ways of doing things
Discreet and trustworthy with confidential information
Comfortable with Google Workspace (Gmail, Calendar, Drive), Slack, Zoom and a CRM (HubSpot or similar)
Able to work US Eastern hours (roughly 9 pm to 6 am Philippine time), from a quiet home office with reliable internet and a backup connection
Nice to have
Experience at a startup or small, fast-moving company
Experience with corporate gifting or event coordination
Familiarity with sales tools (HubSpot, LinkedIn Sales Navigator) and basic CRM hygiene
Experience with travel booking for US domestic and transatlantic trips
Light project-coordination experience (tracking actions across a team)
Our Hiring Process & AI Disclaimer: We use AI tools to streamline our application process-including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.
You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.
Read our full AI Disclaimer to learn more
What You’ll Get
At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.
· Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
· Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
· Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
· Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.