[Hiring] Executive Assistant / Event Project Coordinator @Penbrothers

Role Description

We are seeking a proactive, highly organized, and detail-oriented Executive Assistant & Event Project Coordinator to serve as an indispensable right-hand partner to the Founder. In this dynamic hybrid role, you will bridge executive administrative support with project management. You will help maintain order across multiple corporate event client accounts, community non-profit projects, and executive operations. Utilizing Monday.com as your central hub, you will:

• Turn raw notes into polished presentations.
• Manage vendor logistics.
• Organize financial tracking documents.
• Ensure zero details fall through the cracks.

Work Schedule: Early Morning Alignment (5:00 AM Manila Start Time, which corresponds to 11:00 AM HST the previous day).

Working Days: Tuesday to Saturday (Manila Time), covering Monday to Friday (Hawaiʻi Standard Time). Off days are Sunday and Monday (Manila Time).

Work Setup: Remote

Qualifications

• 3+ years of experience in executive administration, project coordination, or event management operations within a fast-paced environment (agency, corporate events, or professional services preferred).
• Hands-on experience or working knowledge of U.S.-based trade show planning, logistics, and execution.
• Proficiency with project management platforms (Monday.com experience is highly preferred or rapid adaptability from tools like Asana, Trello, or ClickUp).
• Fluency with Google Workspace and MS Office Suite.
• Exceptional verbal and written English communication skills for professional collaboration with internal stakeholders, vendors, and clients.
• Superior attention to detail, time-management, and multitasking capabilities across concurrent projects without losing accuracy.
• High comfort level operating in a dynamic, entrepreneurial environment where context switching across multiple brand accounts is required.

Requirements

• Maintain, update, and organize multi-client project task boards within Monday.com.
• Monitor task deadlines, flag potential delays, and help prioritize daily and weekly action items for the Founder.
• Coordinate cross-functional deliverables with external subcontractors, graphic designers, printers, and technical vendors.
• Assist in end-to-end trade show planning, management, and coordination for various software and tech industry clients across the U.S.
• Conduct thoughtful research for event venues, team dinners, site visits, and team-building activities—factoring in group size, ambiance, budget, and local spatial/traffic constraints.
• Assist in assembling polished event briefing decks, floor plans, and presentation materials from raw notes and initial templates.
• Track production and shipping timelines for event collaterals, trade show graphics, and technical specifications.
• Manage vendor logistics orders (e.g., venue electricity, internet services, utility hookups).
• Manage executive administrative tasks, email correspondence, and schedule buffers to protect executive focus time.
• Provide support for small personal and family administrative tasks as needed.
• Organize and file digital documents, client contracts, and vendor agreements in designated cloud directories.
• Collect, compile, and upload expense receipts, vendor invoices, and financial records into client budget trackers for accounting reconciliation.
• Support special operational setup tasks and non-profit/community initiative workflows as assigned.
• Adapt to an evolving role by managing additional administrative, operational, or project-based responsibilities as new business and executive needs arise.

Benefits

• 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.