EA / Event Project Coordinator

 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 premier U.S.-based event production and strategy firm specializing in large-scale corporate trade shows, technology conferences, and high-impact commercial productions across major U.S. markets (including Las Vegas, Atlanta, San Francisco, and New York). Driven by a high standard of operational excellence, the client also leads high-impact community non-profit initiatives and local educational advocacy. 

About the Role

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, and ensure zero details fall through the cracks.

• Work schedule: Night Shift / Early Morning Alignment (overlapping with Hawaii/US Pacific Standard Time; approximately 6:00 AM Manila Start Time) - specifics to be further discussed

• Work set-up: Remote

What You’ll Do

Project Coordination & Workflow Management

• 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.

Event Logistics & Operational Support

• 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).

Executive & Administrative Enablement

• 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, including research and planning, booking family restaurant reservations, or researching home-related tasks and needs—ensuring the Founder stays highly focused on strategic priorities, business growth, and areas of highest impact.

• 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.

What You Bring

• Experience: 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).

• Tech-Savviness: 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.

• Problem-Solving & Critical Thinking: Strong business acumen and situational awareness—able to anticipate needs, look beyond surface-level requests, and double-check logistical details independently.

• Communication: Exceptional verbal and written English communication skills for professional collaboration with internal stakeholders, vendors, and clients.

• Organization: Superior attention to detail, time-management, and multitasking capabilities across concurrent projects without losing accuracy.

• Adaptability: High comfort level operating in a dynamic, entrepreneurial environment where context switching across multiple brand accounts is required.

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.