Remote Executive Assistant, Operations

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

About the Client

Our client is a wellness and lifestyle brand based in the U.S. that helps people live with vitality and purpose. They blend science-backed health frameworks with deeply personalized client care, creating transformative experiences that empower long-term well-being. Behind every client journey is a dedicated and compassionate team that ensures everything runs seamlessly — from onboarding to ongoing support. The founder leads with empathy and intention, fostering a collaborative culture where structure, care, and human connection coexist.

About the Role

We’re looking for an Executive Assistant, Operations to support our client in delivering a seamless and human-centered experience to their customers. In this role, you’ll be the operational backbone of the client’s business — ensuring every client is onboarded, supported, and offboarded smoothly. You’ll manage systems, maintain databases, coordinate lab orders, and handle essential administrative processes so the founder can focus on client relationships and strategic initiatives.

This is an excellent opportunity for someone who thrives on organization, precision, and empathy — someone who finds fulfillment in keeping everything (and everyone) running smoothly behind the scenes.

What you’ll do

• Client Lifecycle Management

  • Onboarding & Offboarding: Own every step, from intake form to Statement of Work creation to final transition and resource delivery.

  • Client Communication Support: Ensure clients receive timely updates, confirmations, and next steps, always with an on-brand tone of communication (simple, clear and kind).

  • Lab Orders & Coordination: Manage client labs with Vibrant America, troubleshooting directly when issues arise.

• Systems & Workflow Oversight

  • Project Management: Review Asana daily, update task statuses, adjust due dates, and maintain smooth task flow.

  • Database Stewardship: Maintain Airtable and Healthie to ensure complete, accurate, and accessible client data.

  • Team Alignment: Conduct weekly check-ins with the Project Manager to maintain workflow clarity and resolve blockers.

• Operational Excellence

  • SOW Creation: Draft and refine Statements of Work from intake forms to set a clear foundation for care.

  • Process Improvement: Spot friction points and collaborate with the team to improve systems, communication, or workflows.

• Executive & Personal Assistance

  • Serve as the founder's personal assistant.

  • Manage personal and professional scheduling, book travel and flights, and handle other administrative tasks as required.

What You Bring

• Experience: 3-4+ years in operations, client services, or executive assistance, or demonstrated equivalent aptitude in a high-stakes, detail-oriented environment.

• Preferred Tools & Systems Experience: Familiarity with Asana, Airtable, Healthie, and Google Workspace (or similar project management and data platforms).

• Detail-Oriented: Impeccable, world-class attention to detail is non-negotiable. You are the last line of defense against errors.

• Brand & Design Awareness: Strong aesthetic sense with the ability to follow strict brand guidelines; experience with Canva or similar design tools is a plus.

• Data & Compliance Awareness: Comfortable handling sensitive health and client information; familiarity with HIPAA or similar privacy standards is a plus.

• Exceptional Critical Thinker: You don't just follow a checklist; you innovate on it. You can see the "why" behind the "what" and identify problems before they happen.

• Proactive Problem-Solver: You are a "think-ahead" person who anticipates needs and presents solutions, not just problems.

• Unwavering Accountability: You take 100% ownership of your work. You understand the high-stakes nature of this role, where small mistakes can have significant financial and brand impact.

• Teachable & Innovative: You are highly coachable and eager to learn. You are not a "rigid" thinker; you are creative and adaptable.

• Brand-Savvy: You understand the importance of a high-touch, premium brand and can ensure every client interaction reflects that standard.

• Nice to Have

  • A professional who thrives in a structured yet flexible environment where precision and client care successfully coexist.

  • A team member who naturally takes ownership of the client experience, seamlessly weaving operational detail with human-centered support.

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.

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.