Executive Assistant - Job Code: 56544537864
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: $450-750
Availability: 20 hours/week
Time Zone: CST
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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.
Requirements
Experience Needed/Responsibilities:
CRM & Job Administration (DripJobs):
Maintain and update job records in DripJobs
Update job names, statuses, and project details
Maintain accurate job pipelines and production planning data
Archive completed project Slack channels
Lead & Client Communication Support:
Monitor and respond to Facebook messages and comments
Manage Meta Leads Center
Rate Google Leads
Respond to Google Reviews professionally and promptly
Respond to basic questions from leads and clients within the CRM chat feature
Escalate complex or sensitive inquiries to management
Job Costing & Financial Admin Support:
Provide job costing support
Update job costing dashboard
Track KPIs and operational metrics
Assist with payroll-related administrative tasks
Monitor and flag overtime
Track house wash invoices
File & Documentation Management:
Organize and manage Google Drive folders
Ensure proper file naming, structure, and accessibility
Upload job photos, contracts, and project files
Manage CompanyCam photo documentation
Organize “before/after” content in Google Drive
Internal Operations & HR Admin Support:
Document time-off requests and call-ins
Assist with subcontractor applicant follow-up
Support subcontractor onboarding administration
Update employee pay rates
Remove employees from internal platforms when necessary
Coordinate weekly team lunch ordering
Add Home Builders Association events to calendar
Complete monthly marketing metrics tracking
Add drive time buffers to schedules
Support additional backend administrative duties as needed
Good to have:
-Experience supporting construction, trades, or home service businesses
-Familiarity with DripJobs or similar construction CRMs
-Strong working knowledge of Google Sheets (formulas, filtering, formatting)
-Experience working in Slack-driven teamsExperience handling online customer communication
Non-negotiable Requirements:
-Consistent availability within 8:00 AM – 5:00 PM Central Time
-Strong written communication skills (for online messaging and reviews)
-High attention to detail
-Comfort working heavily inside CRM systems and Google Workspace
-Ability to manage recurring tasks independently
Industry/Tools Experience:
DripJobs (Construction CRM)
Google Workspace (Drive, Sheets, Gmail, etc.)
Slack
Loom
Skool
HeyPros
ProtivCompanyCam
Meta Business Suite9
Google Business Profile
Benefits
We’re all about uplifting lives in Coconut and we make sure we provide benefits that support work-life balance, well-being, and growth. Here’s what you can look forward to as part of the Coconut Community! ✨
✅ Competitive Salary – We recognize your skills and experience with a great compensation package.
✅ 13th Month Pay – Enjoy an extra month’s salary—because who doesn’t love a little bonus?
✅ Paid Time Off – Recharge with 12 days of PTO to use however you like—vacation, self-care, or just a break from it all!
✅ US Holidays Off – Enjoy 12 paid US holidays throughout the year.
✅ Maternity & Paternity Leave – We support growing families with dedicated leave for new parents.
✅ Comprehensive Healthcare – We’ve got you and your family covered with quality healthcare benefits.
✅ Life Insurance* – Our full-time HMO plan includes life insurance for extra peace of mind.
✅ Mental Health Support – Prioritize your well-being with access to mental health consultations and wellness resources.
✅ Milestone Gifts & Birthday Treats – We celebrate your achievements and make your special day even better!
✅ Exciting Team Experiences – Think island getaways, virtual town halls, and regional meetups—because work should be fun, too!
✅ Stay Connected – Be part of a supportive network where you can learn, grow, and connect with amazing people.
Some benefits may vary. Full details will be provided during the onboarding process.