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🌴 Executive Assistant - Job Code: 44206660489 at Coconut. 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. : $650-750/month. Availability. : Part-time - 20 hours/week. Time Zone. : MDT. ==================================================. To streamline your application, please carefully review and complete . ALL THREE. items below before proceeding to the application form.. What to Prepare:. 1️⃣ . English Proficiency Rating. – You will need to enter your CEFR English proficiency level in the application form. If you’re unsure of your rating, you can take a quick assessment here: . EF SET Quick Check. .. 2️⃣ . Coconut VA Profile (Resume). – Before submitting your application, please create your Coconut VA profile using this template: . Coconut VA Profile Template. . ⚠️⚠️⚠️ . YOUR RESUME MUST FOLLOW THIS FORMAT.. . Uploading a resume in a different format will result in delays, as you will be required to resubmit it using the correct template. ⚠️⚠️⚠️. 3️⃣ . 1-Minute Introduction Video. – Record a short introduction video (preferably using . Loom. ) and provide the link in your application. Before you do, check out these . video tips. and . sample videos. . . Important:. By submitting your video, you grant Coconut permission to share it on our platforms to help increase your chances of being matched with a client. Videos with broken or dummy links will result in disqualification.. Application Tips – Set Yourself Up for Success!. 🔹 . Skip the Autofill Function!. Manually enter your answers in the application form. There’s little to import from your resume, and your resume will be screened separately.. 🔹 . For your Address: . We only need your . City/Municipality, Province, and Region. —no need for full details yet!. 🔹 . Applying for a Specific Job?. Be sure to include the job code in your application.. 🔹 . Referred by Someone?. Let us know who sent you our way! Whether it’s a current Coconut VA, an influencer, or a Facebook group community leader, be sure to include their name. We offer referral bonuses for both you and your referrer (. terms and conditions apply. ).. 🔹 . Reapplying?. Your most recent submission will replace any previous ones. No need to submit multiple times—we’ll automatically consider you for any relevant openings, even if you applied for just one! If you need to update your resume or intro video, feel free to submit a new application.. 🔹 . Stay in the loop!. Join our . Hiring Hub. or . Coconut Facebook Page. for updates on open positions and job fairs.. ⚠️ Take a moment to review everything before hitting submit. Following these steps carefully will help avoid any delays or disqualification.. Experience Needed. :. Daily Operations:. 1. Cross-System Task Sync. - Pull all Jira tasks into Notion task lists for each PM. - Assign unassigned tasks. - List overdue tasks for each person. - Flag tasks sitting in stages too long (e.g., >3 days in QA, >5 days in review). - Identify and alert on blocked tasks in Jira that need PM attention. - Update task statuses across systems to maintain consistency. 2. Communication Management. - Add new tasks from client's email. - Daily sweep of email, Slack, and Command Center for client feedback. - Create consolidated action items list from all channels. - Flag unanswered client questions >24 hours old. - Track approval statuses and follow up on pending approvals. 3. Deployment Pipeline Monitoring. - Daily report of items ready for deployment. - Track items stuck in QA/staging environments. - Create weekly deployment schedule/checklistClient Management:. 4. Client Onboarding. - Tempo Account setup. - Jira Quick filters configuration. - Notion Task List creation. - KCC access and setup. 5. Client Ongoing Support. - Generate weekly status reports: Completed & deployed, In QA, In progress, Waiting on client. - Prepare pre-meeting briefs with recent communications summary. - Update client-facing roadmaps with current sprint progress. - Maintaining Stakeholder Tables. - Adding repository URLs to project. - Document client-specific processes and preferences. - Manage client access to various systemsDocumentation & Knowledge Management:. 6. Meeting Documentation. - Process call transcripts to extract action items, decisions, and context. - Update stakeholder tables based on meeting attendees and discussions. - Add project context/requirements to Command Center from transcript notes. - Create searchable meeting summaries in Notion. 7. Project Documentation. - Keep repository URLs updated in Command Center. - Maintain technical stack documentation per project. - Track and document recurring issues/solutions per client. - Update project wikis with deployment procedures and client preferencesMonitoring & Reporting:. 8. Risk Identification. - Weekly audit of projects without recent activity. - Flag projects approaching milestone dates. - Identify clients who haven't provided feedback in >1 week. - Monitor budget burn rates (if tracking hours in Tempo). 9. Sprint Health Checks. - Track sprint velocity trends. - Identify incomplete items from previous sprints. - Ensure all work items have time estimates. - Flag sprints that are over/under capacity. 10. Metrics & Reporting. - Track common bottlenecks and patterns. - Generate weekly productivity metrics. - Monitor SLA compliance. - Create executive dashboards for project health. - Create monthly project portfolio summariesAdministrative Support:. 11. Employee Management. - Employee documentation maintenance. - Track salary information. - Monitor time off requests. 12. Internal Coordination. - Schedule and prep for internal project reviews. - Coordinate handoffs between team members. - Maintain project dependency tracking. - Track contract renewal dates and trigger remindersProcess Improvement:. 13. Template Management. - Create and maintain project templates in Notion. - Develop standard operating procedures for common tasks. - Build checklists for client onboarding and project kickoffs. Recommended Daily Routine:. 1. Morning Sync (8-9 AM EST). - Check all channels for overnight client communications. - Update Notion with latest Jira statuses. - Flag blocked/stuck items. - Send daily status digest to PMs. 2. Midday Operations (12-1 PM EST):. - Process any meeting recordings/transcripts. - Update Command Center with latest information. - Prep for afternoon client calls. 3. End of Day Wrap-up (4-5 PM EST):. - Final sweep of communications. - Prep next-day priorities. - Update roadmaps and status boards. Good to have: . Jira experience. Non-negotiable Requirements. : . - Extremely organized. - Proactive and independent worker. - Requires minimal supervision. Industry/Tools Experience. : . - Notion: Main project management tool (essential). - JIRA: Helpful to have experience; training will be provided. - Slack: Client communication tracking. - ChatGPT/Claude: Handling meeting transcripts. Company Location: Philippines.