Executive Operation Coordinator

We are looking for a highly organized, proactive, and execution-focused Executive Operations Coordinator to support the CEO in driving operational excellence and strategic initiatives. This role extends beyond administrative support—it requires someone who can coordinate cross-functional teams, monitor project execution, manage executive priorities, and ensure timely completion of key business objectives.

The ideal candidate will serve as the operational backbone of the CEO's office, helping transform ideas into action while ensuring alignment across departments.

Key Responsibilities

Executive Office Management

Manage the CEO's calendar, meetings, travel, and daily priorities.

Prioritize appointments based on business impact.

Coordinate leadership meetings and prepare agendas.

Record meeting minutes and track action items to completion.

Screen emails and correspondence, ensuring timely responses.

Project & Operations Coordination

Monitor strategic initiatives and follow up with department heads.

Coordinate cross-functional projects across Engineering, Sales, HR, Marketing, Finance, and Operations.

Track project milestones, risks, dependencies, and deliverables.

Ensure accountability for commitments made during leadership meetings.

Prepare weekly and monthly operational dashboards.

Business Operations

Maintain executive reports, KPIs, and business metrics.

Prepare presentations for clients, leadership meetings, and investors.

Assist with budgeting, procurement, vendor coordination, and operational planning.

Conduct research and prepare business briefs for strategic decisions.

Identify operational bottlenecks and recommend improvements.

Communication & Coordination

Act as the primary coordination point between the CEO and internal teams.

Draft professional emails, business correspondence, proposals, and reports.

Coordinate client meetings, board meetings, and company events.

Maintain confidential documents and sensitive business information.

Process Improvement

Develop and improve operational workflows and SOPs.

Ensure follow-up and closure of executive action items.

Assist in implementing productivity tools and automation initiatives.

Support continuous improvement across departments.

Requirements

Required Skills

Excellent verbal and written communication

Exceptional organizational and planning abilities

Strong project coordination skills

High attention to detail

Excellent follow-up and execution capability

Ability to prioritize multiple tasks

Strong analytical and problem-solving skills

Professional stakeholder management

Decision-making and ownership mindset

Ability to maintain confidentiality

Technical Skills

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Google Workspace

Microsoft Teams

Microsoft Planner / Project

Jira, Azure DevOps, ClickUp, Asana, or Trello

ChatGPT, Microsoft Copilot, or similar AI productivity tools

Power BI (preferred)

CRM systems (preferred)

Qualifications

Bachelor's degree in Business Administration, Management, Commerce, Engineering, or a related field.

MBA is preferred but not mandatory.

2–5 years of experience in Executive Coordination, Operations, Project Coordination, Business Operations, or Executive Support.

Preferred Attributes

Strong ownership and accountability

Proactive and self-driven

High level of professionalism

Excellent business etiquette

Ability to work under pressure

Quick learner with a continuous improvement mindset

Strong interpersonal skills

Ability to influence without authority

Key Performance Indicators (KPIs)

Executive calendar efficiency

Percentage of action items completed on time

Project milestone adherence

Timeliness and accuracy of reports

Cross-functional coordination effectiveness

Executive response turnaround time

Stakeholder satisfaction

Process improvement initiatives implemented

Meeting documentation delivered within 24 hours

Career Progression

Executive Operations Coordinator

Senior Executive Operations Coordinator

Executive Operations Manager

Chief of Staff

Operations Manager

Strategy & Operations Manager

Benefits

Competitive salary with annual performance reviews

Performance-based incentives

Learning and certification reimbursement

Direct exposure to leadership and strategic decision-making

Career growth into Operations, Strategy, or Chief of Staff roles

Collaborative and innovation-driven work environment

Access to AI-powered productivity tools and modern technologies

Pay

₹500,000.00 - ₹600,000.00 per year

Benefits

Flexible schedule

Work Location

In person