Senior Operations Coordinator

Job Description:

The Executive Assistant to the Founder plays a pivotal role in supporting daily operations, strategy execution, and personal organization. This professional serves as the right-hand person to the Founder, orchestrating schedules, managing communications, and facilitating seamless workflow across the organization.

This role enables the Founder to focus on high-level decision-making, client relations, and strategic initiatives that propel growth.

Key Responsibilities

• Calendar and Schedule Management: Proactively manage calendars, scheduling meetings, calls, conferences, and travel with careful prioritization.
• Email & Communication: Monitor incoming communications. Draft, proofread, and send emails on behalf of the Founder, with clarity, professionalism, and promptness.
• Meeting Coordination and Documentation: Organize meetings, including logistics, agendas, and participant communications. Attend meetings as required, take detailed minutes, and ensure timely follow-up on action items.
• Travel Arrangements: Plan itineraries, including domestic and international trips. Handle bookings, visas, transportation, accommodation, and expense tracking.
• Client Relations and Support: Primary contact for high-profile clients. Maintain client records, and support client engagement to uphold reputation for excellence.
• Document Preparation and Management: Create, edit, and manage presentations, reports, and proposals. Maintain digital filing systems for easy retrieval and compliance.
• Project Coordination: Oversee strategic projects, track progress, gather deliverables. Provide analytical support and prepare status updates for stakeholders.
• Confidentiality and Discretion: Handle information with integrity and discretion. Uphold ethical standards & maintain confidentiality regarding all business & personal matters.
• Personal Assistance: Support the Founder in personal matters as required, including appointments, reservations, family events, and vendor relations, maintaining a seamless blend of professional and personal support.
• Office Management and Team Liaison: Coordinate with administrative staff, vendors, and contractors to ensure smooth office operations.
• Expense and Budget Tracking: Monitor expenses, process reimbursements, and assist in budgeting for discretionary funds and project spending.
• Research and Information Gathering: Conduct research on market trends, client backgrounds, & potential business opportunities. Summarize findings.

Qualifications and Experience

• Bachelor's degree in business administration or a related field preferred.
• Graduate Freshers who have an ambition to MBA are welcome to apply.
• Strong command of office productivity software (Microsoft Office Suite, Google Workspace), virtual meeting platforms & social media.
• Exceptional written & verbal communication skills, with an ability to interact effectively with clients, senior leaders, and external partners.
• Attention to detail, and capacity to handle multiple tasks.
• Impeccable judgment, reliability, and confidentiality.
• Anticipate needs, solve problems proactively & respond quickly.
• Skilled in building rapport, fostering trust, and navigating complex stakeholder relationships.
• Ability to meet deadlines & manage competing demands efficiently.

Key Competencies

• Proactive Mindset: Initiative to address problems & identify improvement opportunities.
• Strategic Thinking: Understand vision & align daily activities with business objectives.
• Meticulous in managing documents, schedules, & communications.
• Adept at handling delicate situations with tact.
• Creative solutions & leverages resources to achieve desired outcomes.
• High-quality service to stakeholders.
• Eager to acquire new skills and adapt to industry trends.

Working Conditions

Primarily work from home, with 1-2 days of weekly office work & 1-2 of monthly travel.

May require occasional travel for meetings, events, or support during business trips.

Standard business hours with flexibility.

Reporting Structure

The Executive Assistant reports directly to the Founder. The role may involve collaboration with other members of the project team and external partners.

Performance Measures

• Efficiency and accuracy in calendar and communications management.
• Timeliness and quality of deliverables (meeting minutes, reports, presentations).
• Responsiveness to client and stakeholder requests.
• Confidentiality and professionalism in all interactions.
• Contribution to project coordination and strategic initiatives.

Career Development Opportunities

The Executive Assistant position offers robust exposure to leadership, strategy, and operations within the consulting industry. Successful candidates may pursue future growth into senior administrative, project management, consulting or operations roles.

Fresh BBA candidates who want to do MBA in next few years can gain considerable business & consulting expertise in the role.

Application Process

Interested candidates should submit a resume, cover letter detailing relevant experience, and references. Shortlisted applicants may be invited to participate in interviews and skills assessments.

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