Executive Assistant

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

📋 Description

• Oversee the management of paperwork and documentation processes from beginning to end

• Ensure that files remain accurate, organized, and current

• Prepare, submit, and monitor new vendor credit applications

• Review, dispatch, and track NDAs and other agreements for signatures

• Coordinate with internal team members and external contacts to ensure documents and tasks progress smoothly

• Arrange and coordinate meetings across various calendars and time zones

• Maintain transparent tracking systems for document and follow-up status visibility

• Communicate and collaborate effectively using Google Workspace

• Utilize project management tools such as Asana or Monday.com

• Provide timely updates and proactively identify issues

⛳️ Requirements

• Demonstrated experience as an Executive Assistant or Administrative Assistant in roles focused on documentation

• Proven track record in managing paperwork and documentation workflows comprehensively

• Experience in preparing, submitting, and monitoring new vendor credit applications

• Familiarity with reviewing, sending, and tracking NDAs and other agreements for signatures

• Capability to follow up with both internal team members and external contacts

• Proficiency in scheduling and coordinating meetings across different calendars and time zones

• Ability to maintain clear tracking systems for document and follow-up statuses

• Experience in communicating and collaborating within Google Workspace (Gmail, Google Chat, Google Docs, Google Drive)

• Familiarity with e-signature platforms like DocuSign or Adobe Sign

• Background in finance or accounting administration, such as accounts payable or bookkeeping support

• Highly organized and detail-oriented

• Dependable and consistent in meeting deadlines and completing tasks

• Excellent proficiency in written and spoken English

• Google Workspace experience: Gmail, Calendar, Docs, Sheets, Drive

• Knowledge of project management software such as Asana or Monday.com

• Required to submit an English-language resume adhering to the Coconut VA Profile format

• Must provide a 1-minute introduction video, ideally using Loom

• A functional video link must be provided; broken or placeholder links will lead to disqualification

• Must include a CEFR English proficiency level in the application form

🏝️ Benefits

• Competitive Salary

• 13th Month Pay

• Paid Time Off — 12 days of PTO

• 12 paid US holidays

• Maternity & Paternity Leave

• Comprehensive Healthcare

• Life Insurance included in the full-time HMO plan

• Mental Health Support, offering mental health consultations and wellness resources

• Milestone Gifts & Birthday Treats

• Team Experiences, including island getaways, virtual town halls, and regional meetups

• Supportive network for learning, growth, and connection