Executive Assistant to Chief Executive Officer

MM Nova Tech is a technology-driven company focused on developing innovative software solutions, including Nova CRM, a SaaS-based CRM platform designed for the real estate industry.

We are looking for a proactive, highly organised and detail-oriented Executive Assistant to the CEO who can provide executive-level support while also contributing to the company's day-to-day operations and organisational efficiency.

This role goes beyond traditional administrative support. The ideal candidate will work closely with the CEO, coordinate across departments, follow up on key priorities, streamline processes and help ensure that important business activities move forward smoothly.

Key Responsibilities

1. Executive & Administrative Support

• Provide direct administrative and executive support to the CEO.
• Manage calendars, schedule meetings, coordinate appointments and organise business engagements.
• Prepare meeting agendas, take minutes, document key discussions and follow up on action items.
• Handle correspondence, emails, reports and other confidential communications professionally.

2. Operations & Business Coordination

• Assist in managing day-to-day operational activities and ensure smooth coordination across departments.
• Identify operational gaps, follow up on pending tasks and help implement solutions to improve efficiency.
• Coordinate with different teams to ensure deadlines, priorities and business requirements are met.
• Track important assignments and ensure timely updates are provided to the CEO.

3. Reporting & Documentation

• Prepare, maintain and update reports, presentations, trackers and business documents.
• Create and manage Excel sheets for operational tracking, reporting and data management.
• Prepare professional presentations, business summaries and documents using Microsoft Word and PowerPoint.
• Maintain organised records, files, company documentation and important business information.

4. Cross-Functional Coordination

• Act as a coordination point between the CEO and internal teams.
• Follow up with department heads and team members on assigned responsibilities and deliverables.
• Assist with internal meetings, business reviews, project updates and management discussions.
• Ensure important information is communicated accurately and in a timely manner.

5. Process & Organisational Support

• Assist in streamlining administrative and operational processes.
• Maintain structured systems for task tracking, documentation and follow-ups.
• Take ownership of assigned responsibilities and ensure tasks are completed without constant supervision.
• Support special projects, initiatives and other business requirements as directed by the CEO.

Required Skills & Qualifications

• 2–5 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, Operations Coordinator or in a similar role.
• Excellent verbal and written communication skills in English.
• Strong command of Microsoft Office, particularly MS Word, Excel and PowerPoint.
• Good knowledge of Excel functions, data management, reporting and spreadsheet preparation.
• Excellent organisational, time-management and multitasking abilities.
• Strong follow-up skills with the ability to coordinate with multiple teams and stakeholders.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving skills and the ability to work independently.
• A proactive attitude with a strong sense of ownership, accountability and attention to detail.

Preferred Qualifications

• Experience working directly with senior management, founders or CEOs.
• Exposure to technology, SaaS or startup environments.
• Experience in operations coordination, business administration or project management.
• Familiarity with task management and collaboration tools.

What we offer

• An opportunity to work directly with the CEO and senior leadership.
• Exposure to business operations, strategic initiatives and decision-making processes.
• Opportunities to take ownership of projects and responsibilities beyond traditional administrative work.
• A dynamic and collaborative work environment.
• Opportunities for professional development, learning and career growth within the organisation.

Compensation: $50,000 - $60,000 annually