Executive Assistant cum Sales Coordinator

About Moonbox

Moonbox is a branding agency in Dubai known for crafting compelling brand stories and impactful identities. Were expanding fast and Im 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

Youll be the operational backbone for leadership and salesowning 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 Youll Do

• Own 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 2448 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 urgencyespecially during peak periodsand 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

• 24 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.

This job has now closed

You can find more jobs over on our careers page.