Executive & Operations Coordinator
Ahmedabad, IndiaOn-siteFull-timeMid · 4+ years
About this role
About Company
White Label IQ is a US-based agency providing white-label design, development, and digital marketing services to agencies worldwide. We support our partners by acting as a reliable solution provider, allowing them to focus on their clients and business growth.
Rivulet IQ, based in Ahmedabad, India, is the execution and delivery arm of White Label IQ. Our team includes developers, designers, project managers, quality analysts, and marketing professionals who work closely with the US team to deliver high-quality solutions across platforms like WordPress, Laravel, Shopify, Vue.js, and more.
While White Label IQ leads client communication and strategic direction from the US, Rivulet IQ manages day-to-day development, execution, and delivery. Together, we operate as one cohesive and collaborative team.
We are driven by core values that shape how we work—Quality, Transparency, Listening, Communication, Accountability, and Humility. These values guide our decisions, interactions, and commitment to excellence.
Job Details
Job Title: Executive & Operations Coordinator
Location: Ahmedabad (Onsite)
Job Type: Full-time
About the Role
We are looking for a highly organized, proactive, and detail-oriented Executive & Operations Coordinator to serve as the right hand to our Operations Head. This role is responsible for managing schedules, coordinating meetings, tracking action items, and ensuring internal and marketing initiatives progress smoothly without constant follow-up.
You will play a critical role in keeping operations organized, maintaining visibility across ongoing work, and ensuring accountability across teams. This is a high-trust, high-impact position that offers a unique opportunity to work closely with leadership and gain insight into the operations of a fast-growing global organization.
Key Responsibilities
1. Calendar & Inbox Management
- Manage the Operations Head's calendar, including scheduling, rescheduling, and resolving conflicts.
- Protect focus time while coordinating meetings across India and US time zones.
- Manage inbox activities by prioritizing emails, flagging important communications, drafting routine responses, and maintaining inbox organization.
2. Meeting Coordination & Documentation
- Attend internal, leadership, and marketing meetings as required.
- Capture meeting minutes, key decisions, and action items.
- Convert discussions into clear follow-up tasks with owners and timelines.
- Distribute meeting notes promptly and ensure accountability for assigned actions.
3. Internal & Marketing Project Coordination
- Maintain visibility across internal and marketing projects within the project management system.
- Track project progress, deadlines, risks, and blockers.
- Coordinate with team members to ensure timely completion of tasks.
- Escalate delays or risks proactively before they impact project timelines.
4. Follow-up & Accountability
- Maintain a centralized view of ongoing commitments and pending action items.
- Follow up proactively with stakeholders to ensure commitments are completed.
- Help create a culture of accountability by ensuring tasks assigned by leadership are executed effectively.
5. Documentation & Operational Support
- Maintain organized documentation, SOPs, meeting records, and operational notes.
- Ensure project information remains accurate, updated, and easily accessible.
- Support operational processes by maintaining structured documentation and knowledge repositories.
Desired Skills & Experience
- 4+ years of experience as an Executive Assistant, Executive Coordinator, Operations Coordinator, or Project Coordinator.
- Mandatory experience working within an IT Services, Digital Agency, or Technology Services environment.
- Excellent written and verbal English communication skills.
- Strong organizational, planning, and multitasking abilities.
- Exceptional attention to detail with the ability to manage multiple priorities simultaneously.
- Ability to work independently with minimal supervision.
- Strong follow-up skills with the confidence to hold teams accountable professionally.
- High level of integrity and discretion while handling confidential information.
- Comfortable working with US-based stakeholders and cross-time-zone collaboration.
- Experience using project management and collaboration tools.
Tools & Platforms
- Google Calendar
- Gmail
- Slack
- Notion
- Orbit (or similar project management tools)
- Fathom (or similar AI meeting assistant)
- Experience with project management platforms is essential; familiarity with the above tools is preferred.
Nice to Have
- Experience supporting a Founder, COO, Operations Head, or Senior Leadership.
- Prior experience working in a digital agency, marketing agency, or multi-company environment.
- Familiarity with AI productivity tools such as ChatGPT, Notion AI, Fathom, or similar platforms.
- Experience improving operational workflows, documentation, or internal processes.
- Strong ownership mindset with the ability to anticipate needs and proactively solve problems.