Operations Specialist – CEO & COO Office

About the Role

We’re looking for an Operations Specialist – CEO & COO Office to work closely with senior leadership and drive day-to-day business and operational execution.

This is not a traditional administrative or office-management role. You’ll coordinate with internal teams and external stakeholders, manage priorities and follow-ups, support research and documentation, and help turn requirements into action.

We’re looking for someone who is proactive, organized, solution-oriented, and comfortable taking ownership. Strong interest in AI, automation, and digital productivity tools is essential, with prior experience using AI agents being an added advantage.

Role Details

Experience

2–4 years

Location

Indore, Madhya Pradesh

Work Model

Primarily Work from Home | Office visits as required

Shift

Split Shift | 2:00 PM – 12:00 AM IST

What You’ll Do

Operations & Coordination

CEO & COO Support

Work closely with the CEO and COO on day-to-day business and operational requirements.

Assist leadership with coordination, follow-ups, research, documentation, reporting, and execution.

Track important action items, deadlines, dependencies, and commitments and ensure timely closure.

Collaborate closely with delivery, development, DevOps, and product teams to identify risks and ensure complete test coverage.

Proactively follow up with relevant stakeholders and keep leadership informed of progress.

Help organize information, requirements, and priorities so that leadership can make informed decisions

Handle sensitive and confidential information with appropriate discretion and professionalism.

Support ad-hoc business requirements and special projects assigned by leadership.

Operations & Execution

Coordinate with internal teams to ensure timely execution of assigned tasks and initiatives.

Coordinate with vendors, consultants, service providers, clients, and other external stakeholders as required.

Maintain trackers, action lists, operational records, and status updates.

Identify gaps, delays, dependencies, or bottlenecks and proactively work towards resolution.

Take ownership of assigned responsibilities from understanding the requirement through final closure.

Ensure that important tasks do not remain pending due to missed communication or follow-ups.

Support the implementation of new processes, systems, and operational workflows.

Research & Business Support

Conduct online research and gather information required by the CEO, COO, or internal teams.

Compare information, organize findings, and prepare concise summaries or reports.

Assist with preparing presentations, documents, spreadsheets, MIS, and management updates.

Collect and organize information from different sources to support business decisions.

Assist leadership with special projects, analysis, and business initiatives as required.

AI, Automation & Digital Productivity

Use ChatGPT, Claude, AI agents, automation tools, and other AI-powered platforms as part of everyday work.

Use AI for research, documentation, analysis, content creation, summarization, and workflow improvement.

Identify repetitive tasks that can be simplified, automated, or optimized using technology.

Experiment with AI-powered solutions to improve operational efficiency and reduce manual effort.

Support the adoption of new digital tools and AI-driven workflows across relevant activities.

Prior hands-on experience with AI agents, AI assistants, or AI-powered automation workflows will be a strong advantage.

Documentation & MIS

Maintain accurate and organized records, trackers, spreadsheets, and operational data.

Prepare reports, summaries, dashboards, presentations, and documentation as required.

Ensure information is structured, up-to-date, and easily accessible.

Assist with periodic management reporting and operational reviews.

Maintain proper documentation and follow-up records for ongoing activities.

Finance, Compliance & Statutory Support

Assist with operational finance-related activities such as invoices, payment coordination, reimbursements, and documentation.

Coordinate with relevant internal teams, consultants, and external parties for finance and compliance-related requirements.

Maintain and organize supporting documentation required for statutory and financial processes.

Assist with basic GST, TDS, and other statutory compliance-related activities as required.

Support collection, verification, reconciliation, and organization of information required for statutory filings and records.

What We’re Looking For

We’re looking for someone who is

Highly organized and naturally good at keeping things on track.

Proactive and comfortable taking ownership without constant supervision.

Strong in coordination, follow-ups, and execution.

Excellent in English written and verbal communication

Comfortable interacting with senior leadership and multiple stakeholders.

Able to manage multiple priorities without losing attention to detail.

Strong with MS Office, Excel, Google Workspace, and digital productivity tools.

Comfortable using AI tools as part of everyday work.

Curious about AI, automation, and emerging technology.

Resourceful and capable of finding solutions rather than simply escalating problems.

Adaptable and comfortable handling responsibilities that may evolve based on business requirements.

Dependable, discreet, and professional in handling confidential information.

A fast learner who is willing to understand new systems, processes, and business requirements.

Good to Have

The following will be an added advantage

Mcom/MBA or a background in Commerce, Business Administration, or a related field.

Prior experience supporting senior management, founders, CXOs, or leadership teams.

Experience with AI agents, AI assistants, workflow automation, or AI-powered productivity tools.

Practical experience using ChatGPT, Claude, Gemini, or similar AI platforms for work.

Basic understanding of GST, TDS, statut