🌴 Executive Assistant - Job Code: 55828332924

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: $650-750/month

Availability: Part-time - 20 hours/week

Time Zone: Morning EST

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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:

- Task management

- Take on ~30% of vendor and client communication, especially routine back and forth.

- Handle logistics coordination with vendors (freight scheduling, cutoffs, shipment timing).

- Scrape vendor websites for SKUs and compile them into Excel sheets for QuickBooks inventory imports.

- Follow up with vendors to obtain pricing, push for clarity when needed, and keep pricing records current.

- Support proposal preparation by tracking product availability, pricing status, and options per project.

- Help set up, refine, and maintain project management and CRM workflows as their custom system evolves.

- Organize document management so contracts, quotes, specs, and project files are stored and easy to find.

- Build and maintain systems for collections timelines, reminder cadences, and standard follow up templates.

- Document policies and SOPs for invoicing, collections, communication, and internal processes and ensure they’re followed.

- Manage calendar, meetings, and personal/work scheduling

- Use AI tools (Claude, Perplexity, ChatGPT, etc.) to streamline workflows, build templates, and support analysis where helpful.

Good to have:

- Prior EA experience with founders/operators in construction, trades, or logistics heavy businesses.

- Experience helping implement or improve CRMs and project management tools.

Non-negotiable Requirements:

- Strong spoken and written English, easy to understand on calls.

- Proactive, growth oriented personality; not just task driven but thinking ahead.

- Solid general tech aptitude and ability to pick up new tools and AI quickly.

- Willingness to work US Eastern hours with good overlap (especially mornings).

Industry/Tools Experience:

- Microsoft 365 (Outlook, Excel, Word, likely Teams).

- AI tools (Claude, Perplexity, ChatGPT, etc.).

- Any project management/CRM tools they are building or adopting.

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.