Senior Executive Assistant & Business Ops. Manager (Remote)

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 boutique advisory firm that helps companies grow across borders, particularly between Europe, Asia, and the Middle East. Headquartered in Singapore and Switzerland, the firm supports clients in international expansion, market entry and selectively fundraising. With over 35 years of experience and a client base spanning industries and geographies, our Client combines precision with pragmatism to deliver high-impact outcomes for globally minded businesses.

About the Role

This role is the nucleus of operational excellence and strategic execution for the Managing Director and leadership team. It demands a seasoned partner who seamlessly integrates executive support, project and client management, office operations, HR/payroll, and finance functions—driving efficiency, accuracy, and business continuity across all fronts.

What you’ll do

• Executive & Personal Assistant

  • Provide comprehensive admin and operational support to Managing Director (MD) for professional and personal matters

  • Manage MD's calendar, appointments and travel itineraries

  • Research and maintain a list of events/conferences for MD’s participation

  • Handle confidential correspondence and sensitive information

  • Maintain an ongoing list of due dates and pending matters

  • Prepare meeting materials, presentations and briefing documents

  • Proficient in MS Office Suites

• Project & Client Management

  • Research and prepare project reports, business cases and presentations for clients

  • Support consulting project coordination and documentation

  • Track project timelines and deliverables

  • Maintain client communications and relationships

  • Place product orders, track and coordinate deliveries with logistics providers

  • Maintain inventory management for products and samples

  • Coordinate events, organise client lunches/dinners and meetings

  • Ability to participate in or attend trade exhibitions a plus

• Office Management & Compliance

  • Oversee day-to-day office administration and operations

  • Manage relationships and contracts with vendors and service providers

  • Maintain office systems and compliance documentation

  • Assist with ad hoc regulatory filings and corporate governance matters

  •  Maintain corporate records and documentation

• Finance & Accounting

  • Track and process vendor invoices and payments

  • Prepare and issue client invoices with payment follow-ups

  • Process employees' and MD’s expense claims and reimbursements

  • Reconcile bank accounts, claims and reimbursement receipts

  • Manage banking relationships

  • Review and ensure accuracy of yearly management accounts

Requirements

What You Bring

• At least 8 to 12 years supporting C-level executives or in senior operations roles in professional services or international businesses.

• At least 2 years of experience in business development, lead generation, or lead mining a plus

• Proven mastery in calendar and travel management, executive communication, and confidential correspondence.

• Strong project coordination and client-facing skills, with ability to drive multiple initiatives simultaneously.

• Comfortable handling HR and finance admin tasks with a high degree of accuracy, such as tracking payroll inputs, organizing employee records, or liaising with vendors, especially in multicultural or globally distributed teams.

• Financial acumen with experience managing manual invoicing, expense processing, reconciliations, and vendor relations.

• Proficiency in MS Office 365; familiarity with international corporate governance and regulatory filing is a plus.

• Multicultural fluency, highly meticulous, adaptability, and a proactive mindset.

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.