Executive Assistant - COO & Founder’s Office

VergeCloud; Bengaluru; On-site; INR 600,000 - 1,200,000; Full time

Benefits offered by this job

Career growth opportunities

Exposure to leadership operations

Job summary

VergeCloud is seeking an organized Executive Assistant to support the COO and founder’s office in Bengaluru. The role demands strong multitasking, discretion with confidential information, and seamless coordination across leadership and external stakeholders.

You will manage calendars, prepare agendas, track actions, and help with HR processes like onboarding and leave tracking. A startup background and office-based work in Koramangala are preferred.

Qualifications

• 3–5 years of experience as an Executive Assistant or similar role.
• Experience supporting founders, CXOs, or fast-moving teams in startups.
• Strong calendar management, coordination, documentation, and follow-up skills.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information with discretion.
• Proficient with Excel/Sheets and common business tools.

Responsibilities

• Manage the COO's calendar, meetings, schedules, reminders, and priorities.
• Coordinate leadership and board meetings, agendas, minutes, and action items.
• Collect reports and documents from internal teams for leadership review.
• Maintain trackers for pending tasks, approvals, and follow-ups.
• Support HR with leave tracking, onboarding, and documentation coordination.
• Coordinate with external stakeholders (legal, CFO, investors, vendors).

Skills

Calendar management

Coordination

Documentation

Follow-up

Confidential information handling

Excel/Google Sheets

Written and verbal communication

Tools

Excel

Google Sheets

Job description

Role Overview

We are looking for a highly organized and dependable Executive Assistant - COO & Founder’s Office to support the COO and assist the founding/leadership team with administrative coordination, communication management, meeting schedules, HR support, hiring coordination, and day-to-day execution follow-ups.

This is a hands‑on role in a fast-moving startup environment. The ideal candidate should be comfortable multitasking, handling confidential information, coordinating with internal and external stakeholders, and ensuring important tasks move forward without repeated reminders.

The role will primarily support the COO, with additional support to the founding and leadership team when required.

Key Responsibilities

• Executive Assistance & Leadership Coordination
• Manage the COO’s calendar, meetings, schedules, reminders, and daily priorities.
• Coordinate leadership meetings, board meetings, internal reviews, and external discussions.
• Prepare meeting agendas, capture minutes, track action items, and follow up with relevant stakeholders.
• Collect reports, updates, and documents from internal teams for leadership review.
• Maintain structured trackers for pending tasks, approvals, meetings, and follow-ups.
• Support the founding/leadership team with coordination and administrative requirements when needed.
• Coordinate communication with legal advisors, CA, CFO, investors, vendors, consultants, and other external stakeholders.
• Draft and manage professional emails, follow-ups, reminders, and documentation requests.
• Ensure timely collection and sharing of information between leadership and external parties.
• Maintain confidentiality while handling sensitive business, legal, financial, investor, and employee-related information.
• Keep communication clear, professional, and well-documented.
• Manage day-to-day office administrative activities and operational coordination.
• Support office supplies, vendor coordination, employee requirements, visitor coordination, and basic facilities support.
• Coordinate travel, accommodation, event logistics, meetings, and leadership schedules where required.
• Help maintain organized office records, documents, and administrative trackers.
• Support smooth internal coordination across teams in a startup environment.
• Assist HR with leave tracking, attendance coordination, employee records, and basic HR documentation.
• Support onboarding and exit coordination by helping with documentation, schedules, and internal follow-ups.
• Maintain leave and HR support trackers in coordination with the HR/Operations team.
• Ensure employee-related information is handled with confidentiality and professionalism.
• Coordinate interview schedules between candidates, hiring managers, and leadership.
• Communicate professionally with candidates for interview availability, reminders, updates, and follow-ups.
• Maintain hiring trackers and update candidate status regularly.
• Support documentation and coordination during offer, joining, and onboarding stages.
• Ensure candidates receive timely and professional communication throughout the hiring process.
• Create and maintain structured trackers, checklists, meeting notes, and documentation folders.
• Support preparation and collection of reports required by the COO and leadership team.
• Help improve administrative workflows and make recurring tasks more organized.
• Ensure information is easy to find, properly documented, and updated on time.

Requirements & Experience

• 3–5 years of experience as an Executive Assistant, Founder’s Office Associate, Admin Executive, Office Coordinator, HR/Admin Coordinator, or similar role.
• Prior experience supporting founders, CXOs, senior leadership, or fast-moving teams.
• Strong calendar management, coordination, documentation, and follow-up skills.
• Good written and verbal communication skills.
• Ability to manage confidential information with maturity and discretion.
• Strong working knowledge of Excel / Google Sheets and business tools.
• Comfortable working from office full-time in Koramangala, Bengaluru.
• Startup experience or founder’s office exposure will be a strong advantage.

Ideal Candidate Profile

The Ideal Candidate Is Someone Who Is

• Highly organized, reliable, and detail-oriented.
• Strong in follow-ups and task closure.
• Comfortable coordinating with senior stakeholders.
• Calm, professional, and clear in communication.
• Able to manage multiple priorities in a fast‑paced environment.
• Trustworthy with confidential information.
• Practical, proactive, and ownership-driven.
• Comfortable supporting both administrative and executive coordination work.

Success in This Role Looks Like

• The COO’s calendar, meetings, and priorities are well organized.
• Leadership meetings and board meetings are scheduled smoothly with clear action tracking.
• Communication with external stakeholders is timely and professional.
• Hiring coordination and candidate communication are structured and reliable.
• HR and leave-related support is accurate and well documented.
• Office and administrative tasks are handled without repeated follow-ups.
• Confidential information is managed responsibly.
• Leadership receives the right reports, updates, and documents on time.

Benefits

Based on performance, ownership, and business needs, this role can grow into:

• Business Operations Associate
• Office Manager

Why Join VergeCloud

• Work directly with the COO and founding team.
• Get exposure to leadership operations in a growing technology startup.
• Be part of a company building cloud, CDN, DNS, and security infrastructure products.
• Learn across administration, HR coordination, hiring, communication, and founder’s office operations.
• Build strong operational discipline with meaningful ownership from day one.

Compensation

Compensation will be competitive and aligned with experience, capability, and Bengaluru startup market standards.