Executive Assistant - Job Code: 1785170618543

Coconut; Philippines; Remote; PHP 489,000 - 559,000; Part time

Benefits offered by this job

Competitive Salary

Paid Time Off

Remote-friendly environment

13th Month Pay

Job summary

Coconut is seeking an Executive Assistant to support the founder with high-volume calendar management, travel logistics, and board-level coordination. This role requires proactive prioritization, meticulous note-taking, and strong written English.

You will coordinate meetings, prepare agendas, track action items, and manage cross-timezone scheduling for Dubai and other partners. We offer a competitive monthly rate and a collaborative, remote-friendly environment.

Qualifications

• Paid consultancy and advisory admin work with ROI focus.
• Email and calendar management with scheduling accuracy.
• Inbox structuring and tagging for 10+ key contacts.
• Flagging overdue messages and preventing calendar overlaps.
• Meeting and board support including agendas and minutes.
• Travel logistics ownership including flights and hotels.
• Handling Dubai-based vendors and event logistics.
• Managing time zones and manual booking systems.
• Researching platforms and opportunities to increase paid calls.

Responsibilities

• Support board meetings with scheduling, materials, and follow-ups.
• Prepare agendas and maintain meeting minutes for key stakeholders.
• Coordinate travel arrangements and logistics for events.
• Manage inbound requests from expert platforms and vendors.
• Input availability across time zones and maintain workflows.
• Proactively track open action items and follow through.
• Assist with speaking opportunities and coordination with social media.

Skills

Email management

Calendar management

Travel logistics

Board support

Meeting minutes

Agenda preparation

Time zone coordination

Vendor management

Researching conferences

Executive support

Tools

GLG platform

Zoom

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

Requirements

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)

Benefits

• 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.