Executive Assistant To Managing Director

Executive Assistant (EA) to

Role Overview

We are seeking a highly organized and proactive Executive Assistant to support the Chief Executive Officer (CEO) and Head of Sales. This role will focus on managing schedules, coordinating leadership activities, and ensuring smooth day-to-day operations for both executives. The EA will act as a central point of coordination, ensuring that priorities are well managed, meetings are effective, and leadership time is optimized.

Key Responsibilities

Calendar & Scheduling

• Manage and optimize calendars for CEO and Head of Sales, ensuring effective prioritization of meetings.
• Schedule internal and external meetings, conference calls, client reviews, and leadership cadences.
• Coordinate across time zones and balance travel schedules with critical business reviews.
• Track and remind executives of key deadlines, deliverables, and upcoming commitments.

Meeting & Event Coordination

• Organize leadership reviews, board/management meetings, QBRs, and client meetings.
• Prepare meeting logistics including agendas, invites, venue setup/virtual links, and material collection.
• Capture meeting minutes/action items (where appropriate) and track follow-ups.
• Support planning of leadership offsites, industry events, client visits, and partner interactions.

Travel & Logistics

• Manage domestic and international travel itineraries for CEO and Head of Sales.
• Coordinate flights, accommodations, visas, and local logistics.
• Ensure travel is aligned with client/partner meetings, leadership offsites, and key events.
• Process expense claims and maintain documentation as per company policies.

Operational Support

• Coordinate with internal functions (Sales Ops, HR, Marketing, Delivery, Alliances) for scheduling needs.
• Prepare and maintain trackers for action items arising from leadership and sales reviews.
• Support preparation of presentations, decks, and reports (materials will be provided by functional teams).
• Maintain confidentiality of sensitive business information (board-level, financial, client-related).

What This Role Does Not Include

• No access to CEO/Head of Sales mailboxes.
• No independent drafting or responding to executive correspondence.
• No decision-making on behalf of CEO or Head of Sales.

Qualifications & Skills

• Bachelors degree; certification in office administration or business support preferred.
• 610 years of experience as an Executive Assistant or senior coordination role.
• Experience in IT services/technology industry strongly preferred.
• Strong organizational and multitasking skills with high attention to detail.
• Excellent interpersonal and communication skills for cross-team coordination.
• Proficiency in MS Office, Teams/Zoom, and calendar management tools.
• High integrity, professionalism, and ability to maintain confidentiality.
  

About us:

Prolifics Corporation Limited