Executive Assistant
AtCoconut, we connect founders and businesses with top-tier remote talent while prioritizing meaningful, reliable partnerships. We believe success happens when everyone wins. Clients achieve their goals, and our virtual professionals find purpose and growth in their work. We're currently looking for top talent to fill the role below:
Role: Executive Assistant
Monthly Rate: $1800-2150
Availability: Part-time/Full-time - 40 hours/week
Time Zone: 7am-4pm ET
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To streamline your application, please carefully review and complete ALL THREE items below before proceeding to the application form.
What to Prepare:
1⃣ English Proficiency Rating - You will need to enter your CEFR English proficiency level in the application form. If you’re unsure of your rating, you can take a quick assessment here: EF SET Quick Check.
2⃣ Coconut VA Profile (Resume) - Before submitting your application, please create your Coconut VA profile using this template: Coconut VA Profile Template. YOUR RESUME MUST FOLLOW THIS FORMAT AND SHOULD BE IN ENGLISH. This is a test of how keen you are with details and how well you follow instructions.
3⃣ 1-Minute Introduction Video - Record a short introduction video (preferably using Loom) and provide the link in your application. Before you do, check out these video tips and sample videos. Important: By submitting your video, you grant Coconut permission to share it on our platforms to help increase your chances of being matched with a client. Videos with broken or dummy links will result in disqualification.
Requirements
Experience Needed:
- Calendar and scheduling - the core of the role- Own and prioritize the Founder’s calendar across multiple businesses, and defend it
- Schedule and coordinate meetings across leadership teams, external partners, vendors and advisors
- Resolve conflicts and reschedule without being asked
- Prepare him for each day - what’s coming, who’s in it, what he needs in hand
Inbox and communication- Triage and organize the Founder’s email; surface what needs him and handle what doesn’t
- Draft routine correspondence and replies for his review
- Route requests to the right owner across the organization and follow them to closure
- Serve as a reliable point of contact between the Founder and internal and external stakeholders
- Meetings and follow-through- Build agendas and assemble materials, presentations and supporting documents ahead of time
- Take notes, capture action items, and track them until they’re done
- Send recaps and chase open items so accountability doesn’t depend on memory
Travel and events- Plan and book all executive travel - flights, hotels, ground transport, itineraries
- Manage conference and event registrations, schedules and on-site logistics
- Coordinate travel for leadership across entities when trips overlap
- Handle changes in real time when plans move
- Documents, records and administration- Maintain organized digital document repositories so anything can be found quickly
- Keep records current and accessible across multiple entities
- Track expenses, receipts and reimbursements
- Support vendor administration - renewals, service dates, points of contact
- Support HR and recruiting logistics: interview scheduling, candidate coordination, onboarding checklists
Anticipation- Learn how the Founder works and get ahead of what he’ll need
- Flag conflicts, risks and dropped balls before they become problems
- Keep a running view of open commitments across the businesses
What this role does not cover:
- Legal coordination, outside counsel management, trademark and patent filings, entity governance, corporate filings and cap table administration sit elsewhere. This role may help collect documents or schedule with counsel, but does not own the legal function.
Good to have:
- Strong written and verbal communication, and a good eye for creative and brand consistency.
- Experience with email or lifecycle marketing and CRM tools.
- Highly organized and reliable. You can juggle several projects and partners at once and keep everything moving without being chased.
- Comfortable with the modern marketing stack: email and CRM (GoHighLevel or similar), social tools, the basics of paid media on Meta and Google, and web analytics.
- Comfortable using AI tools to work efficiently and produce more.
- Fluent and comfortable with reporting and analytics tools.
- A proactive communicator who can hold partners accountable and keep everyone aligned.
- Experience marketing to the trades, home services, or small business owners. If you do not have it, you respect that audience and can learn their world quickly.
- Hands-on paid media, or marketing operations and attribution experience.
- Copywriting or short-form video and content production.
- Bachelor's degree in marketing or a related field, or equivalent hands-on experience.
Non-negotiable Requirements:
- 3+ years supporting a founder, CEO, owner, or senior executive, with proven ownership of a busy executive’s calendar and inbox
- Exceptional organization, attention to detail, and follow-through, with the ability to operate proactively and independently
- Clear, concise communication and high discretion, with strong comfort using modern tools, AI, and automation
Industry/Tools Experience:
Google Workspace, Microsoft Office, Slack, Notion, AI tools, automation tools, bot-driven reporting tools
Benefits
We’re all about uplifting lives in Coconut and we make sure we provide benefits that support work-life balance, well-being, and growth. Here’s what you can look forward to as part of the Coconut Community!
Competitive Salary - We recognize your skills and experience with a great compensation package.
13th Month Pay - Enjoy an extra month’s salary-because who doesn’t love a little bonus?
Paid Time Off - Recharge with 12 days of PTO to use however you like-vacation, self-care, or just a break from it all!
US Holidays Off - Enjoy 12 paid US holidays throughout the year.
Maternity & Paternity Leave - We support growing families with dedicated leave for new parents.
Comprehensive Healthcare - We’ve got you and your family covered with quality healthcare benefits.
Life Insurance * - Our full-time HMO plan includes life insurance for extra peace of mind.
Mental Health Support - Prioritize your well-being with access to mental health consultations and wellness resources.
Milestone Gifts & Birthday Treats - We celebrate your achievements and make your special day even better!
Exciting Team Experiences - Think island getaways, virtual town halls, and regional meetups -because work should be fun, too!
Stay Connected - Be part of a supportive network where you can learn, grow, and connect with amazing people.
Some benefits may vary. Full details will be provided during the onboarding process.