Executive Assistant cum Sales Coordinator

About Moonbox Moonbox is a branding agency in Dubai, known for crafting compelling brand stories and impactful identities. We’re expanding fast and I’m looking for a high-performing Executive Assistant cum Sales Coordinator to streamline our business development process, keep leadership perfectly organized, and help us close deals faster. Role Overview You’ll be the operational backbone for leadership and sales—owning CRM hygiene, ensuring timely proposal delivery, managing calendars and follow-ups, and coordinating internal review loops with precision and speed. Your work directly impacts revenue by ensuring no opportunity is missed and every lead is nurtured. What You’ll Do * Calendar management (meetings, reviews, client calls) with zero conflicts; prepare agendas, notes, and action trackers. * Maintain accurate CRM records (HubSpot) across all sales stages with impeccable hygiene. * Coordinate Sales schedules, meetings, and follow-ups without overlaps; ensure a minimum of 3 follow-ups per lead within 10 days. * Manage email triage for leadership: prioritize, draft responses, and ensure timely follow-ups. * Coordinate travel, logistics, and meeting prep; maintain a tight weekly cadence of priorities and deadlines. * Create, format, and polish executive documents, decks, and client materials to a professional standard. * Anticipate bottlenecks, flag risks early, and keep stakeholders aligned. * Ensure proposals go out within 24–48 hours post-call; run internal review loops and approvals before submission. * Work confidently across HubSpot, Google Calendar, Zoom, Notion, and proposal-formatting platforms; leverage AI productivity tools and Asana where applicable. * Prepare weekly pipeline reports and dashboards on leads, proposals, and activity. * Execute tasks with urgency—especially during peak periods—and respond promptly to time-sensitive requests (including outside standard hours when require). * Maintain a centralized repository of sales templates, case studies, credentials, and proposal assets. Required Skills & Experience * 2–4 years in an Executive Assistant, Sales Coordinator, or similar operations role. * Hands-on experience with CRM platforms (preferably HubSpot) and calendar/scheduling tools. * Excellent English communication (written & verbal), strong organization, and a high sense of ownership. * Detail-obsessed with rigorous documentation and process discipline. * Background in branding/marketing/agency environments is a plus. What We Offer * A collaborative, creative, high-performance culture. * Opportunities to work with top-tier clients and fast-growing brands. * Exposure to strategic sales processes and strong professional growth within the agency.