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

VA Rate: $650-750

Availability: 20 hours/week

Time Zone: 7 AM-11 AM Pacific

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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/Responsibilities:

- Manage the client's inbox and triage high-volume email.

- Own calendar management and scheduling

- Coordinate meeting bookings with internal and external stakeholders across busy schedules.

- Follow up on unread emails, pending deliverables, and outstanding action items so nothing falls through the cracks.

- Maintain high visibility with the client on what needs action, especially when they are unavailable.

- Prepare priority lists and help brief her on urgent items, upcoming meetings, and prep needs.

- Be forward-looking by flagging commitments **1-2 weeks out**, not just next-day items.

- Support in-person meeting logistics such as room bookings, catering, expense reports, and ensuring consultants handle travel arrangements.

- Protect calendar time by building in travel buffers before and after lunches, dinners, coffee meetings, and other in-person appointments.

- Communicate thoughtfully with high-level clients running large family enterprises; follow-up must be respectful and not pushy

- Potentially support light marketing/admin overflow if capacity allows.

Good to have:

- Marketing support experience, especially MailChimp.

- Familiarity with Wix, Canva, and PowerPoint.

- Experience supporting executives or serving executive-level clients in a high-touch environment.

Non-negotiable Requirements:

- **Strong Outlook and calendar management experience**, with the ability to proactively manage scheduling, travel logistics, and executive priorities.

- **Excellent communication skills**, with a polished, professional tone when working with executives and clients.

- **Highly organized, detail-oriented, and proactive**, with the confidence to respectfully follow up, prioritize tasks, and handle confidential information with discretion.

Industry/Tools Experience:

- Microsoft 365

- Outlook

- SharePoint

- Microsoft Planner

- MailChimp

- Wix

- HubDoc

- Canva / PowerPoint

- Slack / Teams / WhatsApp / text for urgent communication

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.