🥥Executive Assistant - Job Code: 44206660489

At Coconut 🥥, 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: $750

Availability: Full-time - 40 hours/week

Time Zone: MDT

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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:

1️⃣ 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.

2️⃣ 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. ⚠️⚠️⚠️

3️⃣ 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:

-Daily Operations:Cross system Task Sync

-Pull all Jira tasks into Notion task lists for each PM

-Assign unassigned tasks

-List overdue tasks for each person

-Flag tasks sitting in stages too long (e.g., >3 days in QA, >5 days in review)

-Identify and alert on blocked tasks in Jira that need PM attention

-Update task statuses across systems to maintain consistency

-Communication Management: Add new tasks from Kelson's email

-Daily sweep of email, Slack, and Command Center for client feedback

-Create consolidated action items list from all channels

-Flag unanswered client questions >24 hours old

-Track approval statuses and follow up on pending approvals

-Deployment Pipeline Monitoring: Daily report of items ready for deployment

-Track items stuck in QA/staging environments

-Create weekly deployment schedule/checklist

-Client Management: Client Onboarding

-Tempo Account setup

-Jira Quick filters configuration

-Notion Task List creation

-KCC access and setup

-Client Ongoing Support: Generate weekly status reports: Completed & deployed, In QA, In progress, Waiting on client

-Prepare pre meeting briefs with recent communications summary

-Update client facing roadmaps with current sprint progress

-Maintaining Stakeholder Tables

-Adding repository URLs to project

-Document client specific processes and preferences

-Manage client access to various systems

-Documentation & Knowledge Management: Meeting Documentation

-Process call transcripts to extract action items, decisions, and context

-Update stakeholder tables based on meeting attendees and discussions

-Add project context/requirements to Command Center from transcript notes

-Create searchable meeting summaries in Notion

Project Documentation:Keep repository URLs updated in Command Center

-Maintain technical stack documentation per project

-Track and document recurring issues/solutions per client

-Update project wikis with deployment procedures and client preferences

-Monitoring & Reporting: Risk Identification

-Weekly audit of projects without recent activity

-Flag projects approaching milestone dates

-Identify clients who haven't provided feedback in >1 week

-Monitor budget burn rates (if tracking hours in Tempo)

-Sprint Health Checks:Track sprint velocity trends

-Identify incomplete items from previous sprints

-Ensure all work items have time estimates

-Flag sprints that are over/under capacity

-Metrics & Reporting:Track common bottlenecks and patterns

-Generate weekly productivity metrics

-Monitor SLA compliance

-Create executive dashboards for project health

-Create monthly project portfolio summaries

-Administrative Support:

-Employee Management

-Employee documentation maintenance

-Track salary information

-Monitor time off requests

-Internal Coordination: Schedule and prep for internal project reviews

-Coordinate handoffs between team members

-Maintain project dependency tracking

-Track contract renewal dates and trigger reminders

-Process Improvement:

Template Management: Create and maintain project templates in Notion

-Develop standard operating procedures for common tasks

-Build checklists for client onboarding and project kickoffs

Good to have:

-Jira experience

Non-negotiable Requirements:

-Highly organized, Good Communication Skills, and Autonomous

Industry/Tools Experience:

-Jira, Notion

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.