Executive Assistant/Marketing Specialist - Job Code: 51535738478

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/Marketing Specialist

Monthly Rate: $650 - $750/month

Availability: Part-time - 20 hours/week

Time Zone: 11AM to 3 PM EST

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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:

- Send out product and sample orders via Shopify, Instacart, and Faire

- Enter orders, line items, and updates in Shopify

- Track all samples, gifts, and influencer shipments in spreadsheets

- Update tracking status and maintain organized logs

- Update stores and apps including Stockist and store lists

- Update events, pages, photos, and blogs

- Perform minor cosmetic edits such as FAQs, store updates, and content refreshes

- Manage and update administrative spreadsheets

- Fill out industry specific forms, PDFs, and vendor applications

- Submit vendor information and update platforms with imagery and company details

- Apply to pitch competitions and maintain related updates

- Consolidate and upload distributor sales data into central tracking documents

- Upload sales, inventory, and related data from reports

- Organize invoices, PDFs, recipes, and expenses into spreadsheets and folders

- Reconcile transactions and maintain simple tracking systems

- Manage calendars for demos and in store events

- Update event and promo calendars

- Add and maintain demo trackers including store, date, time, agency, and status

- Collect, organize, and summarize demo reports and photos

- Make confirmation calls to stores regarding scheduled demos

- Record demos and sales information

- Execute templated outreach to stores and handle basic follow ups

- Assist with light account check ins and communication using established brand voice

- Support lead tracking and email prep when needed

- Build and update Flowdesk email campaigns using templates

- Assist with automated emails and simple workflows

- Create small edits and static graphics or carousels in Canva using brand kit

- Edit content including short videos in CapCut or Canva video

- Update storytelling assets including IG stories, posts, and brand visuals

- Organize content assets, projects, and scopes in shared drives

- Update branding information and simple information architecture documents

- Track basic social and content analytics

Good to have:

- Graphic design experience

- Self starter who can suggest process improvements, build or update SOPs, and spot patterns

- Basic data analytics skills in Sheets (filtering, pivoting, summarizing distributor data, simple reporting)

- Experience with social media management tools and basic analytics

- Prior experience with small business, CPG, retail, or event and demo coordination

Non-negotiable Requirements:

- Shopify familiarity (can be trained, but must be comfortable operating in it)

- Strong written and verbal communication; can adapt to Lottie’s fun, approachable brand voice

- Solid Canva experience (designing and editing within a defined brand kit)

- Highly organized, detail oriented, and responsive

- Clear, proactive communication; confirms tasks, sets expectations, and over communicates progress

Industry/Tools Experience:

- Shopify

- Flowdesk

- Google Workspace (Gmail, Calendar, Sheets, Docs, Slides)

- Canva (brand kit, templates, basic design and video)

- Simple video editing tools such as CapCut or Canva video

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.