This role exists to protect one person’s time and make sure nothing falls through the cracks. You’ll 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.This is 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’ll see how a 90-person company runs from the inside.
This role is for someone who enjoys:
- Holding the full picture of what’s happening across a busy leader’s world
- Turning conversations into clear, owned, time-bound follow-ups
- Following up firmly and politely until things actually get done
- Being trusted with confidential, high-stakes information
If you’re naturally organized, don’t let things slip, and want a front-row seat to how a growing IT company operates, this role will suit you well.
What you’ll really be doing
1. Calendar & Inbox Management
- Own and organize the Operations Head’s calendar end to end — schedule, reschedule, resolve conflicts, protect focus time
- Coordinate meetings across time zones, primarily India and US
- Manage email triage: flag what needs attention, draft routine replies, keep the inbox under control
2. Meeting Support
- 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
3. Task Tracking & Follow-Up
- Log and track internal and marketing tasks in the team’s tracking system (full training provided — no prior project management experience required)
- Maintain a live view of every open commitment across the team
- Follow up with team members on tasks assigned by the Operations Head — proactively, before things slip
- Remind people on pending items and close the loop, firmly and politely
- Surface what’s overdue or at risk before it becomes a problem
Who will thrive in this role
- You hold many threads at once without dropping any of them
- You follow up firmly and politely — you don’t let things go quiet
- You’re comfortable managing calendars and scheduling across multiple time zones
- You can work independently with minimal supervision once ramped up
- You’re discreet and trustworthy with confidential business information
- You communicate clearly and confidently with US-based leadership and partners
Qualifications & Skills
- 2–4 years in an Executive Assistant, Operations Coordinator, Admin Coordinator, or similar support role
- Must come from an IT / software / technology company background (agency, SaaS, or IT services) — comfortable in a fast-moving, multi-project tech environment
- 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
- Comfortable following up firmly and politely until things are done
- Able to work independently from week one with minimal supervision
- Discreet and trustworthy with confidential business information
Tools & Platforms (training provided — prior experience is a plus, not a requirement)
- Orbit or similar task/project tracking tool
- Notion or similar documentation tool
- Google Calendar & Gmail — scheduling and inbox management
- Slack — internal communication
- Fathom or similar meeting transcription tool
Nice to Have
- Prior experience supporting a founder, COO, or senior leader
- Exposure to a digital agency, SaaS company, or multi-project IT setup
- Familiarity with AI tools for productivity — meeting summarization, task tracking, or inbox management
What this role offers
- A high-trust, high-visibility seat next to leadership
- Direct exposure to how a 90-person IT company runs day-to-day
- Ownership over the systems that keep the operation from slipping
- Room to grow into broader operations responsibility over time