🏖️Executive Assistant - Job Code: 56544537864

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: $450-750

Availability: 20 hours/week

Time Zone: CST

==================================================

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:

CRM & Job Administration (DripJobs):

Maintain and update job records in DripJobs

Update job names, statuses, and project details

Maintain accurate job pipelines and production planning data

Archive completed project Slack channels

Lead & Client Communication Support:

Monitor and respond to Facebook messages and comments

Manage Meta Leads Center

Rate Google Leads

Respond to Google Reviews professionally and promptly

Respond to basic questions from leads and clients within the CRM chat feature

Escalate complex or sensitive inquiries to management

Job Costing & Financial Admin Support:

Provide job costing support

Update job costing dashboard

Track KPIs and operational metrics

Assist with payroll-related administrative tasks

Monitor and flag overtime

Track house wash invoices

File & Documentation Management:

Organize and manage Google Drive folders

Ensure proper file naming, structure, and accessibility

Upload job photos, contracts, and project files

Manage CompanyCam photo documentation

Organize “before/after” content in Google Drive

Internal Operations & HR Admin Support:

Document time-off requests and call-ins

Assist with subcontractor applicant follow-up

Support subcontractor onboarding administration

Update employee pay rates

Remove employees from internal platforms when necessary

Coordinate weekly team lunch ordering

Add Home Builders Association events to calendar

Complete monthly marketing metrics tracking

Add drive time buffers to schedules

Support additional backend administrative duties as needed

Good to have:

-Experience supporting construction, trades, or home service businesses

-Familiarity with DripJobs or similar construction CRMs

-Strong working knowledge of Google Sheets (formulas, filtering, formatting)

-Experience working in Slack-driven teamsExperience handling online customer communication

Non-negotiable Requirements:

-Consistent availability within 8:00 AM – 5:00 PM Central Time

-Strong written communication skills (for online messaging and reviews)

-High attention to detail

-Comfort working heavily inside CRM systems and Google Workspace

-Ability to manage recurring tasks independently

Industry/Tools Experience:

DripJobs (Construction CRM)

Google Workspace (Drive, Sheets, Gmail, etc.)

Slack

Loom

Skool

HeyPros

ProtivCompanyCam

Meta Business Suite9

Google Business Profile

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.