Executive Assistant - Job Code: 1790089774496

Coconut; Philippines; Remote; PHP 1,262,000 - 1,507,000; Full time

Benefits offered by this job

Competitive Salary

13th Month Pay

Paid Time Off

US Holidays Off

Comprehensive Healthcare

Life Insurance

Mental Health Support

Milestone Gifts & Birthday Treats

Team Experiences

Stay Connected

Job summary

Coconut is seeking an Executive Assistant to support the Founder across multiple ventures. This remote role requires strong calendar discipline, proactive communication, and superb organization.

You will manage schedules, draft correspondence, coordinate travel, and support HR logistics to keep the Founder focused on growth. Ideal candidates have 3+ years supporting senior executives, excel in using AI tools, and can juggle projects across entities while maintaining confidentiality and accuracy.

Qualifications

• 3+ years supporting a founder, CEO, owner, or senior executive with calendar and inbox ownership.
• Excellent organization, attention to detail and proactive follow-through.
• Clear, concise communication with high discretion; proficient with AI and automation.

Responsibilities

• Own and prioritize the Founder’s calendar across multiple businesses.
• Schedule and coordinate meetings with leadership, partners, vendors and advisors.
• Triage and manage the Founder’s inbox; surface what needs attention; draft replies.
• Prepare daily briefs and meeting materials in advance.
• Plan and book executive travel; manage registrations and on-site logistics.
• Coordinate HR and recruiting logistics: interview scheduling and onboarding checklists.
• Maintain organized digital document repositories and track expenses.

Skills

Calendar scheduling

Meetings coordination

Inbox management

Communication

Notes & follow-up

Travel planning

HR & recruiting logistics

Education

Bachelor's degree in marketing or related field

Tools

Google Workspace

Microsoft Office

Slack

Notion

AI tools

Automation tools

CRM (GoHighLevel or similar)

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: $1800-2150

Availability: Part-time/Full-time - 40 hours/week

Time Zone: 7am–4pm ET

Requirements

Experience Needed:

• Calendar and scheduling — the core of the role- Own and prioritize the Founder’s calendar across multiple businesses, and defend it
• Schedule and coordinate meetings across leadership teams, external partners, vendors and advisors
• Resolve conflicts and reschedule without being asked
• Prepare him for each day — what’s coming, who’s in it, what he needs in hand
• Inbox and communication- Triage and organize the Founder’s email; surface what needs him and handle what doesn’t
• Draft routine correspondence and replies for his review
• Route requests to the right owner across the organization and follow them to closure
• Serve as a reliable point of contact between the Founder and internal and external stakeholders
• Meetings and follow-through- Build agendas and assemble materials, presentations and supporting documents ahead of time
• Take notes, capture action items, and track them until they’re done
• Send recaps and chase open items so accountability doesn’t depend on memory
• Travel and events- Plan and book all executive travel — flights, hotels, ground transport, itineraries
• Manage conference and event registrations, schedules and on-site logistics
• Coordinate travel for leadership across entities when trips overlap
• Handle changes in real time when plans move
• Documents, records and administration- Maintain organized digital document repositories so anything can be found quickly
• Keep records current and accessible across multiple entities
• Track expenses, receipts and reimbursements
• Support vendor administration — renewals, service dates, points of contact
• Support HR and recruiting logistics: interview scheduling, candidate coordination, onboarding checklists
• Anticipation- Learn how the Founder works and get ahead of what he’ll need
• Flag conflicts, risks and dropped balls before they become problems
• Keep a running view of open commitments across the businesses

What this role does not cover:

• Legal coordination, outside counsel management, trademark and patent filings, entity governance, corporate filings and cap table administration sit elsewhere. This role may help collect documents or schedule with counsel, but does not own the legal function.

Good to have:

• Strong written and verbal communication, and a good eye for creative and brand consistency.
• Experience with email or lifecycle marketing and CRM tools.
• Highly organized and reliable. You can juggle several projects and partners at once and keep everything moving without being chased.
• Comfortable with the modern marketing stack: email and CRM (GoHighLevel or similar), social tools, the basics of paid media on Meta and Google, and web analytics.
• Comfortable using AI tools to work efficiently and produce more.
• Fluent and comfortable with reporting and analytics tools.
• A proactive communicator who can hold partners accountable and keep everyone aligned.
• Experience marketing to the trades, home services, or small business owners. If you do not have it, you respect that audience and can learn their world quickly.
• Hands-on paid media, or marketing operations and attribution experience.
• Copywriting or short-form video and content production.
• Bachelor's degree in marketing or a related field, or equivalent hands-on experience.

Non-negotiable Requirements:

• 3+ years supporting a founder, CEO, owner, or senior executive, with proven ownership of a busy executive’s calendar and inbox
• Exceptional organization, attention to detail, and follow-through, with the ability to operate proactively and independently
• Clear, concise communication and high discretion, with strong comfort using modern tools, AI, and automation
• Industry/Tools Experience: Google Workspace, Microsoft Office, Slack, Notion, AI tools, automation tools, bot-driven reporting tools

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.