Executive Assistant

Coconut Careers

. Own and prioritize the Founder’s calendar across multiple businesses .

Posted 9/23/2026full-timeRemote • PhilippinesMid-LevelSenior💰 $1,800 - $2,150 per monthWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates exceptional organizational skills and proactive communication to effectively manage a busy executive's calendar and inbox. Proficient in utilizing modern tools and technologies to streamline operations and enhance productivity across multiple business entities.

Highest-signal resume keywords

Calendar ManagementProactive CommunicationGoogle WorkspaceEmail MarketingEvent Coordination

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementEmail ManagementCopywritingContent ProductionProject CoordinationExpense TrackingVendor AdministrationMarketing OperationsData OrganizationTravel Coordination

Soft Skills

Attention to DetailClear CommunicationReliabilityProactive Problem SolvingDiscretion

Tools & Technologies

Google WorkspaceMicrosoft OfficeSlackNotionAI ToolsAutomation ToolsCRM ToolsGoHighLevelReporting ToolsWeb Analytics

Certifications & Qualifications

Bachelor's Degree in Marketing or Related FieldEnglish CEFR Proficiency

Industry Keywords

Email MarketingLifecycle MarketingPaid MediaSmall Business MarketingHome Services Marketing

About the role

Key responsibilities & impact

Own and prioritize the Founder’s calendar across multiple businesses
Schedule and coordinate meetings with leadership teams, external partners, vendors, and advisors
Resolve scheduling conflicts and reschedule proactively
Prepare the Founder for each day with schedules, attendees, and required materials
Triage and organize the Founder’s email
Surface messages requiring the Founder’s attention and handle routine matters
Draft routine correspondence and replies for review
Route requests to the appropriate organizational owner and follow them through closure
Serve as a point of contact between the Founder and stakeholders
Build meeting agendas and assemble presentations, materials, and supporting documents
Take notes, capture action items, and track completion
Send meeting recaps and follow up on open items
Plan and book executive travel, including flights, hotels, ground transport, and itineraries
Manage conference and event registrations, schedules, and on-site logistics
Coordinate overlapping leadership travel across entities
Handle travel changes in real time
Maintain organized digital document repositories
Keep records current and accessible across multiple entities
Track expenses, receipts, and reimbursements
Support vendor administration, including renewals, service dates, and contacts
Support HR and recruiting logistics, including interview scheduling, candidate coordination, and onboarding checklists
Learn the Founder’s working style and anticipate needs
Flag conflicts, risks, and dropped tasks before they become problems
Maintain visibility into open commitments across the businesses
Assist with collecting documents or scheduling with counsel when needed, without owning legal coordination or corporate filings

Requirements

What you’ll need

3+ years supporting a founder, CEO, owner, or senior executive
Proven ownership of a busy executive’s calendar and inbox
Exceptional organization, attention to detail, and follow-through
Ability to operate proactively and independently
Clear, concise communication and high discretion
Strong comfort using modern tools, AI, and automation
Experience with Google Workspace, Microsoft Office, Slack, Notion, AI tools, automation tools, and bot-driven reporting tools
Strong written and verbal communication
Good eye for creative and brand consistency
Experience with email or lifecycle marketing and CRM tools
Highly organized and reliable, able to juggle several projects and partners
Familiarity with GoHighLevel or similar, social tools, paid media basics on Meta and Google, and web analytics
Comfortable using AI tools and reporting and analytics tools
Proactive communication and ability to hold partners accountable
Experience marketing to trades, home services, or small business owners, or ability to learn that audience quickly
Hands-on paid media, marketing operations, or attribution experience
Copywriting or short-form video and content production
Bachelor's degree in marketing or related field, or equivalent hands-on experience (good to have)
English CEFR proficiency rating required for the application
Resume must follow the Coconut VA Profile format and be in English
1-minute introduction video required, preferably using Loom

Benefits

Comp & perks

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 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