Executive Assistant to the Founder / Managing Director

Reports To: Founder / Managing Director, Vallath Education Group (MD)

Location: On-site, Vallath Education Group

Employment Type: Full-time

Function: Executive Office / Executive Support

Primary Focus: Priority management, coordination, communication and follow-through

Potential Career Trajectory: Chief of Staff in 3–5 years

Role Purpose

The Executive Assistant will support the Managing Director in managing her priorities, schedule,

information and stakeholder coordination — ensuring discussions, decisions and commitments are translated into clear actions, assigned, followed up and brought to closure. The EA acts as a reliable coordination point between the MD and internal teams, faculty and external stakeholders, keeping her prepared and focused on high-priority matters while reducing routine follow-up.

Key Responsibilities

1. Executive & Calendar Support

• Manage the MD's calendar, scheduling, rescheduling and conflicts

• Maintain visibility of meetings, appointments and deadlines; send timely reminders

• Coordinate professional/personal appointments and communication on her behalf

• Ensure schedule changes reach relevant stakeholders promptly

2. Priority & Follow-through Management

• Track priorities, pending decisions and action items via an up-to-date tracker (task, owner,

deadline, status)

• Follow up proactively with stakeholders; identify delays or blockers early

• Escalate matters needing the MD's attention

• Drive items through to closure, not just tracking

3. Meeting & Information Support

• Prepare the MD for meetings (documents, background info, prior action items)

• Attend meetings as needed to capture notes, decisions and action points

• Circulate follow-ups and assign ownership

• Prepare briefing notes/summaries when required

4. Internal Coordination

• Act as coordination point between the MD and vertical heads/functional leads

• Coordinate cross-team meetings, reviews and follow-ups

• Collect requested updates/documents; work closely with Operations on scheduling

• Ensure the MD's decisions reach the right owner and are followed through

5. External Stakeholder Coordination

• Coordinate meetings and follow-ups with partners, institutions, agencies, faculty and speakers

• Manage logistics and advance materials

• Follow up on commitments and next steps; maintain a current record of external contacts and

open items

• Serve as a conduit between MD and the fractional CEO engagement, ensuring relevant

communication, priorities, decisions and follow-ups are effectively coordinated• Flag matters needing the MD's decision with context

6. Documentation & Administrative Support

• Maintain organised records of meetings, actions, decisions and correspondence

• Keep trackers (incl. Notion) current; manage document organisation/version control

• Assist with travel, events and executive logistics

• Handle confidential information with discretion

Expected Outcomes

• Priorities and pending actions are clearly tracked and followed through to closure

• The MD is well-prepared for meetings and decisions

• Stakeholders get timely follow-ups with delays surfaced early

• Scheduling stays accurate and priority-aligned

• The MD spends less time chasing routine actions

• The EA becomes a dependable coordination point that strengthens follow-through without

taking ownership from functional teams

Candidate Profile

Essential

• 4+ years in an EA, operations, executive coordination or admin role

• Strong organisational, time-management and communication skills

• Proven ability to run action trackers to completion

• Comfortable following up firmly with senior stakeholders

• Proactive, detail-oriented, with a high sense of ownership

• Discretion and integrity with confidential/sensitive information

• Proficient with Google Workspace, Notion, Excel or the ability to learn quickly

• Calm and adaptable, with judgement to escalate when needed

Preferred

• Experience supporting a founder, MD, CEO or senior leader

• Cross-team / multi-stakeholder coordination experience

• Exposure to education or multi-vertical / multi-entity organisations

• Experience with external partners, consultants, agencies or institutions

• Experience working in a fast-paced and ambiguous environment