Executive Assistant & Legal Ops Coordinator - Job Code: 51327812701

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 & Legal Ops Coordinator

Monthly Rate: $1250-2150

Availability: 40 hours/week

Time Zone: PST

==================================================

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:

-Administrative & Project Management: Format and manage legal documents, contracts, and engagement letters with precision.

-Maintain Inbox Zero and daily Slack follow ups, ensuring all client communications are addressed within 24 hours.

-Track tasks and deadlines in Notion or Trello.

-Coordinate calendars, calls, and meetings across multiple time zones.

-Use AI tools to draft, summarize, and optimize workflows efficiently.

-Client Onboarding & Attorney Coordination: Manage client intake: prepare engagement letters, retainers, and signature packets (Dropbox Sign)

-Schedule client and attorney calls, prepare agendas, and record action items.

-Maintain closing checklists, track post closing tasks, and organize documents.

-Billing & Finance: Prepare and send invoices, track payments, and manage retainers.

-Maintain accurate client and financial records in Airtable, QuickBooks, or Stripe.

-Coordinate with the CPA on reconciliations and tax payments.

-Travel & Logistics: Manage business and personal travel with proactive planning.

-Handle select personal matters with discretion and accuracy.

Content / Social (optional, nice to have): Social media management support

-Assist with content related tasks when needed (more creative, not core to role)

Good to have:

-Social media management experience

-Sales experience

-SOP creation / operations documentation

Non-negotiable Requirements:

-Strong command of Google Workspace, Notion, Airtable, and AI productivity tools, such as ChatGPT and GC AI.

-3 to 6 years of experience supporting a founder, partner, or senior executive in a law firm, startup, or high performance business environment

-Exceptional attention to detail and reliability in fast paced environments.

-Independent, efficient, and comfortable working async (Slack, Loom).

-Excellent written communication and client facing polish.

-Experience with Excel/Google Sheets and document formatting.

-Prior experience in a law firm, startup, or legal operations role preferred.

-Comfortable with time tracking and focused Loom recorded work sessions.

-Strong Microsoft Office skills (Word, Excel)

-High attention to detail

-Autonomy and ability to “figure stuff out” independently

-Self awareness

Industry/Tools Experience:

-Notion

-Trello

-Dropbox Sign

-Airtable

-QuickBooks

-Stripe

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.