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 qualified/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

📌 Executive Assistant to the Founder / Managing Director (Kanayannur)
🏢 Vallath Education
📍 Kanayannur