Webflow

Executive Assistant

Webflow

full-time

Posted on:

Location Type: Remote

Location: Philippines

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Salary

💰 $750 per month

About the role

  • At Coconut, we connect founders and businesses with top-tier remote talent while prioritizing meaningful, reliable partnerships.
  • We're currently looking for top talent to fill the role of Executive Assistant.
  • Availability: Full-time - 40 hours/week.
  • To streamline your application, please carefully review and complete ALL THREE items below before proceeding to the application form.

Requirements

  • Daily Operations: Cross system Task Sync
  • Pull all Jira tasks into Notion task lists for each PM
  • Assign unassigned tasks
  • List overdue tasks for each person
  • Flag tasks sitting in stages too long (e.g., >3 days in QA, >5 days in review)
  • Identify and alert on blocked tasks in Jira that need PM attention
  • Update task statuses across systems to maintain consistency
  • Communication Management: Add new tasks from Kelson's email
  • Daily sweep of email, Slack, and Command Center for client feedback
  • Create consolidated action items list from all channels
  • Flag unanswered client questions >24 hours old
  • Track approval statuses and follow up on pending approvals
  • Deployment Pipeline Monitoring: Daily report of items ready for deployment
  • Track items stuck in QA/staging environments
  • Create weekly deployment schedule/checklist
  • Client Management: Client Onboarding
  • Tempo Account setup
  • Jira Quick filters configuration
  • Notion Task List creation
  • KCC access and setup
  • Client Ongoing Support: Generate weekly status reports: Completed & deployed, In QA, In progress, Waiting on client
  • Prepare pre meeting briefs with recent communications summary
  • Update client facing roadmaps with current sprint progress
  • Maintaining Stakeholder Tables
  • Adding repository URLs to project
  • Document client specific processes and preferences
  • Manage client access to various systems
  • Documentation & Knowledge Management: Meeting Documentation
  • Process call transcripts to extract action items, decisions, and context
  • Update stakeholder tables based on meeting attendees and discussions
  • Add project context/requirements to Command Center from transcript notes
  • Create searchable meeting summaries in Notion
  • Project Documentation: Keep repository URLs updated in Command Center
  • Maintain technical stack documentation per project
  • Track and document recurring issues/solutions per client
  • Update project wikis with deployment procedures and client preferences
  • Monitoring & Reporting: Risk Identification
  • Weekly audit of projects without recent activity
  • Flag projects approaching milestone dates
  • Identify clients who haven't provided feedback in >1 week
  • Monitor budget burn rates (if tracking hours in Tempo)
  • Sprint Health Checks: Track sprint velocity trends
  • Identify incomplete items from previous sprints
  • Ensure all work items have time estimates
  • Flag sprints that are over/under capacity
  • Metrics & Reporting: Track common bottlenecks and patterns
  • Generate weekly productivity metrics
  • Monitor SLA compliance
  • Create executive dashboards for project health
  • Create monthly project portfolio summaries
  • Administrative Support:
  • Employee Management
  • Employee documentation maintenance
  • Track salary information
  • Monitor time off requests
  • Internal Coordination: Schedule and prep for internal project reviews
  • Coordinate handoffs between team members
  • Maintain project dependency tracking
  • Track contract renewal dates and trigger reminders
  • Process Improvement:
  • Template Management: Create and maintain project templates in Notion
  • Develop standard operating procedures for common tasks
  • Build checklists for client onboarding and project kickoffs
  • Good to have: Jira experience
  • Non-negotiable Requirements: Highly organized, Good Communication Skills, and Autonomous
  • Industry/Tools Experience: Jira, Notion
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.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
task managementproject documentationrisk identificationmetrics reportingsprint health checksprocess improvementtemplate managementclient onboardingbudget monitoringemployee documentation
Soft skills
highly organizedgood communication skillsautonomousinternal coordinationstakeholder managementattention to detailproblem-solvingtime managementadaptabilitycollaboration