Executive Assistant - Job Code: 1791410069920

Coconut; United States; Remote; USD 30,000 - 34,000; Part time

Benefits offered by this job

Competitive Salary

Paid Time Off

US Holidays Off

Maternity & Paternity Leave

Comprehensive Healthcare

Life Insurance

Mental Health Support

Job summary

Coconut is seeking an Executive Assistant to support a high-profile client with calendar, email management, and travel logistics from a US remote setup.

You will screen inbox, coordinate meetings, prepare briefs, and maintain discretion with confidential information, while ensuring forward-looking planning 1–2 weeks out.

This role offers 20 hours per week, Pacific time alignment, and a supportive environment with growth opportunities.

Qualifications

• Strong Outlook and calendar management experience.
• Excellent communication with executives and clients.
• Highly organized, detail-oriented, and proactive, with discretion.

Responsibilities

• Manage the client's inbox and triage high-volume email.
• Own calendar management and scheduling
• Coordinate meeting bookings with internal and external stakeholders across busy schedules.
• Follow up on unread emails, pending deliverables, and outstanding action items so nothing falls through the cracks.
• Maintain high visibility with the client on what needs action, especially when they are unavailable.
• Prepare priority lists and help brief her on urgent items, upcoming meetings, and prep needs.
• Be forward-looking by flagging commitments 1–2 weeks out, not just next-day items.
• Support in-person meeting logistics such as room bookings, catering, expense reports, and ensuring consultants handle travel arrangements.
• Protect calendar time by building in travel buffers before and after lunches, dinners, coffee meetings, and other in-person appointments.
• Communicate thoughtfully with high-level clients running large family enterprises; follow-up must be respectful and not pushy
• Potentially support light marketing/admin overflow if capacity allows.

Skills

Calendar management

Email triage

Executive support

Communication

Organization

Tools

Microsoft 365

Outlook

SharePoint

Microsoft Planner

MailChimp

Wix

Canva

PowerPoint

Slack

Teams

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

VA Rate: $650-750

Availability: 20 hours/week

Time Zone: 7 AM–11 AM Pacific

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Experience Needed/Responsibilities:

• Manage the client's inbox and triage high-volume email.
• Own calendar management and scheduling
• Coordinate meeting bookings with internal and external stakeholders across busy schedules.
• Follow up on unread emails, pending deliverables, and outstanding action items so nothing falls through the cracks.
• Maintain high visibility with the client on what needs action, especially when they are unavailable.
• Prepare priority lists and help brief her on urgent items, upcoming meetings, and prep needs.
• Be forward-looking by flagging commitments 1–2 weeks out, not just next-day items.
• Support in-person meeting logistics such as room bookings, catering, expense reports, and ensuring consultants handle travel arrangements.
• Protect calendar time by building in travel buffers before and after lunches, dinners, coffee meetings, and other in-person appointments.
• Communicate thoughtfully with high-level clients running large family enterprises; follow-up must be respectful and not pushy
• Potentially support light marketing/admin overflow if capacity allows.

Good to have:

• Marketing support experience, especially MailChimp.
• Familiarity with Wix, Canva, and PowerPoint.
• Experience supporting executives or serving executive-level clients in a high-touch environment.

Non-negotiable Requirements:

• Strong Outlook and calendar management experience, with the ability to proactively manage scheduling, travel logistics, and executive priorities.
• Excellent communication skills, with a polished, professional tone when working with executives and clients.
• Highly organized, detail-oriented, and proactive, with the confidence to respectfully follow up, prioritize tasks, and handle confidential information with discretion.

Industry/Tools Experience:

• Microsoft 365
• Outlook
• SharePoint
• Microsoft Planner
• MailChimp
• Wix
• HubDoc
• Canva / PowerPoint
• Slack / Teams / WhatsApp / text for urgent communication

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.