Executive Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Take ownership and prioritize the Founder’s calendar across various businesses.

• Schedule and organize meetings with leadership teams, external partners, vendors, and advisors.

• Proactively resolve scheduling conflicts and reschedule as necessary.

• Prepare the Founder for each day with detailed schedules, attendees, and required materials.

• Manage and organize the Founder’s email correspondence.

• Highlight messages that require the Founder’s attention and address routine matters.

• Draft standard correspondence and replies for review.

• Direct requests to the appropriate organizational owner and ensure they are followed through to completion.

• Act as a liaison between the Founder and stakeholders.

• Create meeting agendas and compile presentations, materials, and supporting documents.

• Take notes, document action items, and monitor their completion.

• Send meeting recaps and follow up on outstanding items.

• Plan and arrange executive travel, including flights, accommodations, ground transportation, and detailed itineraries.

• Manage conference and event registrations, schedules, and on-site logistics.

• Coordinate overlapping leadership travel among different entities.

• Adapt to real-time travel changes.

• Maintain well-organized digital document repositories.

• Keep records updated and accessible across multiple entities.

• Track expenses, receipts, and reimbursements.

• Assist with vendor administration, including renewals, service dates, and points of contact.

• Support HR and recruiting logistics, such as interview scheduling, candidate coordination, and onboarding checklists.

• Understand the Founder’s working style and anticipate their needs.

• Identify conflicts, risks, and dropped tasks before they escalate into problems.

• Maintain visibility into open commitments across the various businesses.

• Assist in collecting documents or scheduling with legal counsel as necessary, without taking on legal coordination or corporate filing responsibilities.

⛳️ Requirements

• 3+ years of experience supporting a founder, CEO, owner, or senior executive.

• Proven track record of managing a busy executive’s calendar and inbox.

• Exceptional organizational skills, attention to detail, and commitment to follow-through.

• Ability to operate proactively and independently.

• Clear and concise communication skills with high discretion.

• Strong proficiency with modern tools, AI, and automation.

• Experience with Google Workspace, Microsoft Office, Slack, Notion, AI tools, automation tools, and bot-driven reporting tools.

• Excellent written and verbal communication skills.

• A good eye for creative and brand consistency.

• Experience with email or lifecycle marketing and CRM tools.

• Highly organized and dependable, capable of managing multiple projects and partners.

• Familiarity with GoHighLevel or similar platforms, social tools, basic paid media knowledge on Meta and Google, and web analytics.

• Comfortable using AI tools and analytics reporting tools.

• Proactive communication skills and the ability to hold partners accountable.

• Experience in marketing to trades, home services, or small business owners, or a quick ability to learn about that audience.

• Practical experience in paid media, marketing operations, or attribution.

• Skills in copywriting or short-form video and content production.

• A Bachelor’s degree in marketing or a related field, or equivalent hands-on experience (preferred).

• English CEFR proficiency rating required for application.

• Resume must adhere to the Coconut VA Profile format and be submitted in English.

• A 1-minute introduction video is required, preferably created 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 consultations and wellness resources.

• Milestone Gifts & Birthday Treats.

• Team experiences, such as island getaways, virtual town halls, and regional meetups.

• A supportive network for learning, growth, and connection.