🌴 Executive Assistant/Sales Admin - Job Code: 47667425324
Job Overview
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/Sales Admin
Monthly Rate: $650-750/month
Availability: Part-time - 20 hours/week
Time Zone: PST
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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:
- Coordinate multi timezone meetings (investors, insurers/customers, vendors); calendar holds, confirmations, reminders, reschedules
- Drive investor scheduling for approximately 25 interested leads; persistent, professional follow ups via email or calls through EAs or schedulers; target 5 booked meetings
- Track investor pipeline; log touches, outcomes, next steps; escalate when unresponsive; maintain clean CRM or list status
- Distribute materials; send pitch deck and investment documents; tailor cover notes; manage version control and access
- Support webinars (Q1 2026); manage invites to approximately 8,000 contacts, RSVPs, reminders, run of show coordination, speaker scheduling, list hygiene, and post event follow ups
- Vendor coordination; liaise with lead generation teams, list providers, and outreach platforms; ensure deliverables, timelines, and reporting are met
- Inbox management; prioritize, draft replies, flag critical messages, and create templates
- Calendar ownership; protect focus time, prepare briefs for meetings, collect agendas and attendee details
- Light research; conduct prospect backgrounding, investor fit checks, and contact mapping to EAs or schedulers
- Documentation; maintain SOPs, outreach scripts, and a daily task tracker
Good to have:
- Healthcare familiarity (HIPAA context, EMRs); can be taught
- Sales or outreach experience with investors or enterprise stakeholders
- Webinar operations experience
- Basic data hygiene and CRM discipline
Non-negotiable Requirements:
- Clear, neutral English accent with strong spoken and written communication skills
- Proven experience in scheduling, email, and calendar management
- Professional and persistent outreach style (not aggressive)
- Proficiency with standard office and scheduling tools
- Ability to work Pacific hours and handle confidential access (email/calendar)
Industry/Tools Experience: Email/Calendar: Google Workspace or Microsoft Outlook/Calendar
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.