Executive Assistant

Job not on LinkedIn

🔥 6 minutes ago

🇵🇭 Philippines – Remote

💵 $1.8k - $2.1k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 2%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Coconut Careers

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2021

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Coconut Careers is a remote staffing and talent-matching company that connects businesses with vetted global professionals for roles such as executive assistants, digital marketers, sales reps, accounting assistants, and developers. They offer two hiring models — Managed Talent (monthly subscription where Coconut handles sourcing, vetting, payroll, compliance, and ongoing support) and Direct Hire (one-time flat fee) — and promote a free 40-hour trial to test fit. The company emphasizes rigorous vetting, curated matches, and support for employers scaling remote teams; their site lists 100K+ verified profiles and 600+ client companies and shows tools like salary calculator and job description generator.

📋 Description

• Own and prioritize the Founder’s calendar across multiple businesses • Schedule and coordinate meetings with leadership teams, external partners, vendors, and advisors • Resolve scheduling conflicts and reschedule proactively • Prepare the Founder for each day with schedules, attendees, and required materials • Triage and organize the Founder’s email • Surface messages requiring the Founder’s attention and handle routine matters • Draft routine correspondence and replies for review • Route requests to the appropriate organizational owner and follow them through closure • Serve as a point of contact between the Founder and stakeholders • Build meeting agendas and assemble presentations, materials, and supporting documents • Take notes, capture action items, and track completion • Send meeting recaps and follow up on open items • Plan and book executive travel, including flights, hotels, ground transport, and itineraries • Manage conference and event registrations, schedules, and on-site logistics • Coordinate overlapping leadership travel across entities • Handle travel changes in real time • Maintain organized digital document repositories • Keep records current and accessible across multiple entities • Track expenses, receipts, and reimbursements • Support vendor administration, including renewals, service dates, and contacts • Support HR and recruiting logistics, including interview scheduling, candidate coordination, and onboarding checklists • Learn the Founder’s working style and anticipate needs • Flag conflicts, risks, and dropped tasks before they become problems • Maintain visibility into open commitments across the businesses • Assist with collecting documents or scheduling with counsel when needed, without owning legal coordination or corporate filings

🎯 Requirements

• 3+ years supporting a founder, CEO, owner, or senior executive • Proven ownership of a busy executive’s calendar and inbox • Exceptional organization, attention to detail, and follow-through • Ability to operate proactively and independently • Clear, concise communication and high discretion • Strong comfort using modern tools, AI, and automation • Experience with Google Workspace, Microsoft Office, Slack, Notion, AI tools, automation tools, and bot-driven reporting tools • Strong written and verbal communication • Good eye for creative and brand consistency • Experience with email or lifecycle marketing and CRM tools • Highly organized and reliable, able to juggle several projects and partners • Familiarity with GoHighLevel or similar, social tools, paid media basics on Meta and Google, and web analytics • Comfortable using AI tools and reporting and analytics tools • Proactive communication and ability to hold partners accountable • Experience marketing to trades, home services, or small business owners, or ability to learn that audience quickly • Hands-on paid media, marketing operations, or attribution experience • Copywriting or short-form video and content production • Bachelor's degree in marketing or related field, or equivalent hands-on experience (good to have) • English CEFR proficiency rating required for the application • Resume must follow the Coconut VA Profile format and be in English • 1-minute introduction video required, preferably using Loom

🏖️ Benefits

• Competitive Salary • 13th Month Pay • Paid Time Off — 12 days of PTO • 12 paid US holidays • Maternity & Paternity Leave • Comprehensive Healthcare • Life Insurance • Mental Health Support, including mental health consultations and wellness resources • Milestone Gifts & Birthday Treats • Team experiences, including island getaways, virtual town halls, and regional meetups • Supportive network for learning, growth, and connection