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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. : $750. Availability. : Full-time - 40 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 AND SHOULD BE IN ENGLISH.. . This is a test of how keen you are with details and how well you follow instructions. ⚠️⚠️⚠️. 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.. Experience Needed/Responsibilities:. -Daily Operations: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. -Communication Management: Add new tasks from Kelson'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. -Deployment Pipeline Monitoring: Daily report of items ready for deployment. -Track items stuck in QA/staging environments. -Create weekly deployment schedule/checklist. -Client Management: Client Onboarding. -Tempo Account setup. -Jira Quick filters configuration. -Notion Task List creation. -KCC access and setup. -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 systems. -Documentation & Knowledge Management: 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. 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 preferences. -Monitoring & Reporting: 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). -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. -Metrics & Reporting:Track common bottlenecks and patterns. -Generate weekly productivity metrics. -Monitor SLA compliance. -Create executive dashboards for project health. -Create monthly project portfolio summaries. -Administrative Support:. -Employee Management. -Employee documentation maintenance. -Track salary information. -Monitor time off requests. -Internal Coordination: Schedule and prep for internal project reviews. -Coordinate handoffs between team members. -Maintain project dependency tracking. -Track contract renewal dates and trigger reminders. -Process Improvement:. Template Management: Create and maintain project templates in Notion. -Develop standard operating procedures for common tasks. -Build checklists for client onboarding and project kickoffs. Good to have:. -Jira experience. Non-negotiable Requirements:. -Highly organized, Good Communication Skills, and Autonomous. Industry/Tools Experience:. -Jira, Notion. Company Location: Philippines.