🏖️Executive Assistant - Job Code: 51327812701

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: $1450

Availability: Part-time/Full-time - 40 hours/week

Time Zone: PST

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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:

Administrative & Project Management

- Maintain Inbox Zero across multiple email accounts and daily Slack follow-ups, ensuring all communications are addressed within 24 hours

- Track tasks and deadlines in Notion; manage the Task List database and keep it current

- Coordinate calendars, calls, and meetings across multiple time zones

- Format and manage legal documents, contracts, and engagement letters with precision

- Use AI tools to draft, summarize, and optimize workflows — this is not optional, it is a core requirement

- Send daily end-of-day summary: completed items, pending items, items needing founder input

Client Onboarding & Attorney Coordination

- Manage client intake: prepare engagement letters, retainers, and signature packets (Dropbox Sign)

- Schedule client and attorney calls, prepare agendas, and record action items

- Maintain closing checklists, track post-closing tasks, and organize documents

- Qualify inbound leads via email, determine scope of needs, and schedule calls when appropriate

Billing & Finance

- Run bi-weekly payroll via Gusto with founder approval

- Prepare and send invoices, track payments, and manage retainers in Clio Manage

- Record all transactions in Clio; manage trust accounting and disbursements

- Maintain accurate financial records in QuickBooks

- Manage expenses and card administration via Ramp

- Process contractor invoices (verify W9 + invoice on file before payment; never pay from IOLTA trust account)

- Coordinate with CPA/bookkeeper on reconciliations, tax payments, and quarterly bookkeeping

Good to have:

- Social media management experience (LinkedIn, Instagram)

- Sales or lead qualification experience

- SOP creation and operations documentation

- Prior experience in a law firm, startup, or legal operations role

- Experience with legal billing software (Clio preferred)

Non-negotiable Requirements:

- 3–6 years of experience supporting a founder, partner, or senior executive in a law firm, startup, or high-performance business environment

- Exceptional attention to detail and reliability in fast-paced environments

- Independent, efficient, and comfortable working async (Slack, Loom)

- Excellent written communication and client-facing polish

- Autonomy and ability to figure things out independently — do not wait to be told

- Self-awareness — know what you know, escalate what you do not

- High attention to detail — anything that reaches the founder must be thought through, internally consistent, and ready to act on

- AI Fluency — Required

Tools you must learn and use consistently:

- Claude (claude.ai / Claude Cowork) — drafting, summarizing, research, building Notion pages, workflow automation

- Cursor — AI-powered code editor for simple edits, internal tools, and task automation (vibe coding expected)

- Lovable — AI app builder for internal dashboards, forms, and automation tools

- Perplexity — AI-powered research for people, companies, topics, and current events

- You are expected to stay current with new AI tools and proactively bring recommendations within your first 2 weeks, you should be fluent in Claude, Lovable, and Cursor.

Industry/Tools Experience:

- Google Workspace (Gmail, Calendar, Docs, Sheets)

- Notion — task tracking, documentation, knowledge base

- Slack — primary async communication

- Gusto — payroll, employee management, benefits

- QuickBooks — accounting, invoicing, reconciliation

- Ramp — expense management, corporate cards

- Dropbox / Dropbox Sign — document storage and e-signatures

- Mailchimp — email campaigns and automation

- Fireflies — meeting notes and transcripts

- Loom — async video communication and recorded work sessions

Nice to have:

- Linear — project and task management

- Stripe — payment processing

- Microsoft Office (Word, Excel)

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.