Executive Assistant - Job Code: 1785170618543

Coconut; Dubai; On-site; AED 25,000 - 37,000; Part time

Benefits offered by this job

13th Month Pay

Paid Time Off – 12 days

Healthcare benefits

Life Insurance

Mental Health Support

Team experiences and events

Remote-friendly work culture

Job summary

Coconut is connecting founders with top-tier remote talent. We’re hiring an Executive Assistant to support founder-level tasks, email/calendar management, travel logistics, and board support.

The role is 20 hours per week, with full ownership of travel arrangements and coordination of events for a Dubai-based environment. Strong English, exceptional organization, and proactive problem-solving are essential.

Qualifications

• Proven ability to manage executive email and calendars.
• Experience coordinating travel and logistics for high-priority events.
• Experience supporting board meetings and preparing agendas/minutes.
• Ability to handle multiple vendors and time zones in Dubai.
• Strong written English with attention to detail.

Responsibilities

• Manage email inbox and calendar for executives with high ROI focus.
• Coordinate travel arrangements (flights, hotels, car rentals) and associated logistics.
• Prepare meeting agendas and minutes; track action items and follow-ups.
• Support board meetings and events, including registrations and venue coordination.
• Handle external platforms and registrations (GLG and similar).
• Research conferences and events in Dubai and beyond; manage attendance logistics.

Skills

Email management

Calendar management

Travel logistics

Board support

Vendor coordination

Meeting minutes

Time zone coordination

Remote work experience

Tools

GLG

Zoom

WhatsApp

Job description

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

20 hours/week

Experience Needed

• Paid consultancy & advisory admin work (very high priority / ROI focus)
• Email & calendar management
• Structuring inbox and tagging or prioritizing ~10+ recurring key contacts, monitoring throughout the day (not just once daily)
• Flagging and chasing any unanswered or overdue emails or messages
• Preventing overlaps or conflicts in the client's calendar
• Meeting & board support
• Preparing agendas and meeting minutes
• Tracking and following up on action items
• Supporting board meetings (scheduling, materials, follow ups)
• Travel & logistics (high priority)
• Full ownership of travel arrangements (flights, hotels, car rentals)
• Handling complex Dubai based vendors
• Event registrations, venue coordination, logistics around conferences and trips
• Managing inbound requests from platforms like GLG and similar
• Handling manual booking systems (manually inputting availability, managing time zones)
• Researching similar platforms or opportunities to increase volume of paid calls
• Ensuring a predictable flow of 2 to 4+ paid calls per month so she earns herself back
• Events & conference management (priority #3)
• Researching relevant conferences or events in Dubai and beyond
• Registering and managing logistics around attendance
• Doing outreach to attendees or speakers and booking meetings around events
• Supporting speaking opportunities (coordinating with social media manager where needed)
• Consultancy, board, or thought-leadership support
• Offloading consultancy related admin and coordination (e.g., proposals, forms, platform profiles)
• Supporting board opportunities (adapting and maintaining Martin's board profile, drafting applications)
• Supporting speaker opportunities (keeping profiles up to date, managing inbound offers and requirements)
• Personal and relocation tasks (mostly one off)
• Posting furniture or items for sale
• Coordinating marine shipping container and logistics for move to Dubai
• General errands research (e.g., podcast studio options, service providers in Dubai)
• Documentation & process support (nice to have but valuable)
• Creating IT or application user guides and click by click process documentation
• Documenting workflows so tasks don't fall through the cracks
• General ownership & follow through
• Proactively tracking open loops and reminding Martin or Natalia about items that still need their action
• Acting as process owner who organizes them and ensures nothing gets forgotten

Experience Needed/Responsibilities

• Paid consultancy & advisory admin work (very high priority / ROI focus)
• Email & calendar management
• Structuring inbox and tagging or prioritizing ~10+ recurring key contacts, monitoring throughout the day (not just once daily)
• Flagging and chasing any unanswered or overdue emails or messages
• Preventing overlaps or conflicts in the client's calendar
• Meeting & board support
• Preparing agendas and meeting minutes
• Tracking and following up on action items
• Supporting board meetings (scheduling, materials, follow ups)
• Travel & logistics (high priority)
• Full ownership of travel arrangements (flights, hotels, car rentals)
• Handling complex Dubai based vendors
• Event registrations, venue coordination, logistics around conferences and trips
• Managing inbound requests from platforms like GLG and similar
• Handling manual booking systems (manually inputting availability, managing time zones)
• Researching similar platforms or opportunities to increase volume of paid calls
• Ensuring a predictable flow of 2 to 4+ paid calls per month so she earns herself back
• Events & conference management (priority #3)
• Researching relevant conferences or events in Dubai and beyond
• Registering and managing logistics around attendance
• Doing outreach to attendees or speakers and booking meetings around events
• Supporting speaking opportunities (coordinating with social media manager where needed)
• Consultancy, board, or thought-leadership support
• Offloading consultancy related admin and coordination (e.g., proposals, forms, platform profiles)
• Supporting board opportunities (adapting and maintaining Martin's board profile, drafting applications)
• Supporting speaker opportunities (keeping profiles up to date, managing inbound offers and requirements)
• Personal and relocation tasks (mostly one off)
• Posting furniture or items for sale
• Coordinating marine shipping container and logistics for move to Dubai
• General errands research (e.g., podcast studio options, service providers in Dubai)
• Documentation & process support (nice to have but valuable)
• Creating IT or application user guides and click by click process documentation
• Documenting workflows so tasks don't fall through the cracks
• General ownership & follow through
• Proactively tracking open loops and reminding Martin or Natalia about items that still need their action
• Acting as process owner who organizes them and ensures nothing gets forgotten

Good to have

• Based in Dubai (higher priority than Arabic) and able to occasionally handle local errands or onsite tasks
• Copywriting skills (strong English writing and can help with newsletter or content related text)
• IT or technical background or comfort with tools and documentation
• Experience documenting systems or processes and creating user guides
• Arabic language skills (lowest priority, purely nice to have, and should not shrink candidate pool)

Non-negotiables

• Exceptional proofreading and attention to detail
• Strong written and verbal English
• Highly organized and systematic
• Proactive problem solver
• Must catch mistakes, not create them (especially around NDAs, client comms, scheduling)
• Able to work with minimal supervision
• Truly on top of processes and comfortable nudging or holding Martin accountable (e.g., this is not answered, please do it now)
• Reliable follow through

Industry/Tools Experience

• Email and calendar platforms
• GLG and similar expert or consulting platforms
• Zoom (for calls)
• WhatsApp and or standard phone calling expected for Dubai vendors (VA may use VOIP or subscription apps like Skype, Fiverr, or similar to place normal phone calls)

Non-negotiable Requirements

• Exceptional proofreading and attention to detail
• Strong written and verbal English
• Highly organized and systematic
• Proactive problem solver
• Must catch mistakes, not create them (especially around NDAs, client comms, scheduling)
• Able to work with minimal supervision
• Truly on top of processes and comfortable nudging or holding Martin accountable (e.g., this is not answered, please do it now)
• Reliable follow through

Industry/Tools Experience

• Email and calendar platforms
• GLG and similar expert or consulting platforms
• Zoom (for calls)
• WhatsApp and or standard phone calling expected for Dubai vendors (VA may use VOIP or subscription apps like Skype, Fiverr, or similar to place normal phone calls)

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.