🌴 Executive Assistant/Sales Admin - Job Code: 47667425324

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.

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