[Hiring] Executive & Operations Support @Coconut

Role Description

We're currently looking for top talent to fill the role below:

• Role: Executive & Operations Support
• Monthly Rate: $900-1100
• Availability: 20 hours/week
• Time Zone: Anything between EST or MST

To streamline your application, please carefully review and complete ALL THREE items below before proceeding to the application form.

What to Prepare:

• 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.
• 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. ⚠️⚠️⚠️
• 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.

Responsibilities

• Inbox Management
  • Verify and maintain inbox sorting and labeling, including labels pulled from Fyxr.
  • Triage incoming email and flag messages that need a personal sign-off or specific wording.
  • Manage and respond to routine emails in that supporting capacity.
• Meeting Administration
  • Capture meeting notes and action items.
  • Log each action item to the tracker, line by line.
  • For any technical issue raised, create a Jira ticket with an assigned owner and due date.
• Document & Asset Wrangling
  • File and organize documents across Google Drive and Notion.
  • Handle formatting and link cleanup.
  • Keep sales and training assets current.
  • Gather and organize materials from other team members as needed.
• Scheduling & Coordination
  • Manage calls and calendar.
  • Coordinate vendor and pod scheduling.
  • Prepare agendas.
  • Chase down and confirm reschedules.
• Travel Booking
  • Book travel end to end, including flights, lodging, ground transport, and itineraries.

Qualifications

• Strong executive support experience, with proven ability to proactively manage an executive's inbox, calendar, and priorities.
• Highly organized and detail-oriented, with the ability to work independently, stay ahead of tasks, and know when to escalate.

Requirements

• Experience with productivity and project management tools: Notion, Jira, Fyxr, and similar platforms.

Industry/Tools Experience

• Notion
• Jira
• Fyxr
• Google Drive

Benefits

• 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.