Executive Coordinator

Rivulet IQ Pvt. Ltd.; Ahmedabad District; On-site; INR 600,000 - 800,000; Full time

Job summary

Rivulet IQ Pvt. Ltd. in Ahmedabad seeks an Executive Assistant to be the right hand of the Operations Head. You will own calendar management, capture meeting outcomes, and push internal and marketing projects forward without being chased.

This high-trust role requires coordinating across India and US time zones, maintaining a live view of commitments, and following up firmly and politely until tasks are done. You will operate with discretion and independence.

Qualifications

• 2–4 years in an Executive Assistant or similar support role.
• Experience in IT/software or SaaS company is preferred.
• Excellent written and spoken English with US-based partners.
• Highly organized, detail-oriented, able to manage multiple threads.
• Able to work independently from week one with minimal supervision.
• Discreet and trustworthy with confidential information.

Responsibilities

• Manage the Operations Head’s calendar end-to-end and optimize time use.
• Attend meetings to capture minutes, decisions and action items.
• Follow up on tasks across time zones until completion.
• Maintain and track cross-team projects to prevent slips.

Skills

Executive support

Calendar management

Communication

Discretion

Time management

Tools

Google Calendar

Gmail

Notion

Slack

Fathom

Project tracking

Job description

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 doneAble 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)

• 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