This role exists to protect one person’s time and make sure nothing falls through the cracks. You will be the right hand to the Operations Head — managing his calendar, capturing what happens in meetings, and making sure every internal and marketing project moves forward without him having to chase it.
You are not just scheduling and note-taking. You are the person who knows the status of everything, reminds the right people at the right time, and keeps the operation organized while leadership focuses on growth.
This is a high-trust, high-visibility role. You will see how a 90-person company runs from the inside.
- Own and organize the Operations Head’s calendar end to end — schedule, reschedule, resolve conflicts, protect focus time
- Coordinate across time zones, primarily India and US
- Manage email triage: flag what needs attention, draft routine replies, keep the inbox under control
- Attend designated internal, marketing, and leadership meetings to capture minutes, decisions, and action items
- Convert discussions into clear, assigned, time-bound follow-ups
- Distribute notes promptly and make sure owners know what they committed to
- Keep all internal and marketing projects organized and current in the project management system
- Track status, deadlines, and blockers across active work
- Follow up with team members on tasks assigned by the Operations Head — proactively, before things slip
- Surface what’s overdue or at risk before it becomes a problem
- Maintain a live view of every open commitment across the team
- Remind people on pending items and close the loop
- Be the system that ensures “I asked someone to do this” actually gets done
- 4+ years minimum as an Executive Assistant, Operations Coordinator, or Project Coordinator — experience within an IT services company is a must
- Strong written and spoken English — you’ll be communicating with a US-based leadership team and US agency partners
- Highly organized, detail-obsessed, and able to hold many threads at once without dropping any
- Comfortable following up firmly and politely until things are done — you are not passive
- Able to work independently from week one with minimal supervision
- Discreet and trustworthy with confidential business information
- Prior experience supporting a founder, COO, or senior operations leader
- Exposure to a digital agency or multi-company setup
- Familiarity with AI tools for productivity — meeting summarization, task tracking, or inbox management
