Executive Assistant

Job Summary The Operations Coordinator will provide high-level administrative support to the executive team, including but not limited to managing schedules, coordinating meetings, handling communications, and assisting with various special projects. The Operations Coordinator will act as a liaison between the executive and internal/external stakeholders, ensuring the smooth operation of the office and efficient time management for the executive.

Responsibilities:

Calendar Management:

· Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.

· Prioritize and handle scheduling conflicts, ensuring smooth day-to-day activities.

Task & Follow-up Management:

· Needs to take robust, proactive follow-ups for every assigned task and maintain detailed notes/documentation of all discussions.

Meeting Coordination:

· Organize and prepare for meetings, including gathering documents, preparing agendas, and briefing the executive beforehand.

· Take minutes and follow up on action items.

· Coordinate and arrange conference calls and video meetings.

Project Management & Special Assignments:

· Assist in coordinating and managing various special projects as directed by the executive.

· Track progress on projects and ensure deadlines are met.





Confidentiality & Discretion:

· Handle sensitive and confidential information with utmost discretion.

· Maintain professionalism in all forms of communication and interaction.

Office & Document Management:

· Organize and maintain the executive’s files and records, ensuring easy access to important documents.

· Assist in preparing reports, presentations, and data summaries.

Event Coordination:

· Assist in planning and organizing executive-level events, both internal and external, such as team offsites, board meetings, and corporate functions.

Expense Management:

· Track and submit the executive’s expenses for reimbursement and budget tracking.

· Ensure timely processing of expense reports.

Relationship Management:

· Foster strong working relationships with internal stakeholders, board members, and external partners.

· Act as a liaison between the executive and other departments within the organization.

Requirments:

- Strong interpersonal skills with the ability to interact effectively at all levels of the organization.
- Proactive, adaptable, and able to anticipate the needs of the executive.
- Ability to remain calm under pressure and meet tight deadlines.
- High level of professionalism, tact, and diplomacy.

📌 Operations Coordinator (Noida)
🏢 Viraaj Ventures
📍 Noida