Operations Coordinator

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. Location: Ahmedabad Timing: 11 AM – 8 PM Reports to: Operations Head Experience: 2-4 Years Why this role exists 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
• 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 done
• Able 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)
• Orbit or similar task/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 Job Type: Full Time