Executive Coordinator
Role Overview
The Executive Coordinator supports the Operations Head by managing schedules, meeting information, and follow-through across internal and marketing projects.
The role is described as high-trust and high-visibility, with exposure to the day-to-day operation of a 90-person IT company.
Training is provided for the team’s task-tracking system; prior project management experience is not required.
Key Skills for This Role
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Role overview
The Executive Coordinator supports the Operations Head by managing schedules, meeting information, and follow-through across internal and marketing projects.
The role is described as high-trust and high-visibility, with exposure to the day-to-day operation of a 90-person IT company.
Training is provided for the team’s task-tracking system; prior project management experience is not required.
Calendar and inbox management
- Own and organize the Operations Head’s calendar, schedule and reschedule meetings, resolve conflicts, and protect focus time.
- Coordinate meetings across time zones, primarily India and the US.
- Triage email, flag items needing attention, draft routine replies, and keep the inbox under control.
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 ensure owners know their commitments.
Task tracking and follow-up
- Log and track internal and marketing tasks in the team tracking system and maintain a live view of open commitments.
- Proactively follow up on tasks assigned by the Operations Head, remind people of pending items, and close the loop.
- Surface overdue or at-risk commitments before they become problems.
Qualifications
- 2–4 years in an Executive Assistant, Operations Coordinator, Admin Coordinator, or similar support role.
- Experience in an IT, software, or technology company is required; examples include an agency, SaaS, or IT services company.
- Strong written and spoken English for communication with US-based leadership and agency partners.
- Able to manage calendars across time zones, work independently with minimal supervision, and follow up persistently and professionally.
- Discreet and trustworthy with confidential business information.
Tools and platforms
- Training is provided for the project tracking tool; prior experience is not required.
- Notion or similar documentation tools, Google Calendar, Gmail, Slack, and Fathom or similar meeting transcription tools are listed; prior experience is a plus, not a requirement.
What the role offers
- High-trust, high-visibility access to leadership and direct exposure to how a 90-person IT company operates.
- Ownership of systems that keep operations on track, with room to grow into broader operations responsibility.
- Prior experience supporting a founder, COO, or senior leader; agency, SaaS, or multi-project IT exposure; and familiarity with AI productivity tools are nice to have.
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