Executive Assistant – Operations & Client Coordination

About the Role

Kilowott is looking for a proactive and highly organized Executive Assistant – Operations & Client Coordination to support day-to-day executive, administrative, and operational activities for one of our international client accounts.

The role will support Breakpodden, a Norway-based online store and streaming channel dedicated to football trading cards. Breakpodden operates an active community around buying, selling, collecting, and opening football card packs and conducts live card-breaking sessions through platforms such as YouTube and Twitch.

This is a dynamic role combining Executive Assistance, coordination, administration, e-commerce operations, client communication, and live-stream support.

The ideal candidate should be organized, dependable, comfortable handling multiple priorities, and able to work independently with minimal supervision.

Key Responsibilities

Executive Assistance & Administration

• Provide day-to-day administrative and coordination support to the client/executive.
• Manage calendars, meetings, reminders, appointments, and follow-ups.
• Schedule and coordinate internal and external meetings across different time zones.
• Maintain task lists and proactively follow up on pending action items.
• Prepare meeting notes, trackers, reports, and other documentation.
• Organize and maintain important documents and information.
• Assist with email coordination and routine correspondence.
• Help priorities tasks and ensure important deadlines and commitments are not missed.
• Coordinate with different stakeholders on behalf of the executive when required.
• Handle information professionally and maintain confidentiality.

Operations & Client Coordination

• Act as a coordination point between the client, Kilowott team, customers, and other stakeholders.
• Support the daily operational requirements of the Breakpodden account.
• Maintain accurate trackers for orders, activities, customer information, and pending tasks.
• Coordinate operational follow-ups and ensure tasks are completed within timelines.
• Assist with e-commerce administration and order-related activities.
• Support basic research, data collection, and reporting as required.
• Identify pending issues and proactively follow up until closure.
• Assist the executive with ad hoc business and operational requirements.

Live Streaming & Breakpodden Support

• Coordinate activities related to football trading-card live breaks.
• Assist with scheduling and preparation for live-stream sessions.
• Support YouTube, Twitch, and other relevant digital platforms.
• Maintain participant and team allocation details for card breaks.
• Keep accurate records of live-break activities and outcomes.
• Coordinate post-live-session activities and required follow-ups.
• Support customer/community communication related to live sessions.
• Work closely with the Norway-based team to ensure smooth coordination.

Candidate Profile

We are looking for someone who is:

• Highly organised and detail-oriented.
• Proactive rather than waiting for instructions for every task.
• Good at following up and getting things completed.
• Comfortable managing multiple priorities simultaneously.
• Able to communicate confidently in English, both verbally and in writing.
• Comfortable coordinating directly with an international client.
• Good with Google Workspace/MS Office, spreadsheets, calendars, email, and online tools.
• Comfortable learning new digital platforms quickly.
• Able to maintain confidentiality and handle sensitive information responsibly.
• Flexible with working hours when business requirements demand it.
• Interested in football, sports, collectibles, e-commerce, or live streaming would be an added advantage.

Experience

1–3 years of experience in any of the following would be preferred:

Executive Assistance, Personal Assistance, Operations Coordination, Client Coordination, Administrative Support, E-commerce Operations, Customer Support, or similar roles.

Freshers with excellent communication, maturity, organisational skills, and strong ownership may also be considered.

Working Hours & Flexibility

Since the role supports a Norway-based client, working hours may vary depending on business and live-stream requirements.

On certain days, particularly around live card-breaking sessions, shift timings may be highly irregular. On such days, Work From Home will be acceptable.

The candidate should therefore be comfortable with a role that does not always follow a fixed 9-to-6 schedule, Mon to Fri working

What We Are Looking For

More than just an administrator, we are looking for someone who can become a reliable right hand to the client — someone who keeps track of priorities, follows up without being reminded, coordinates people and tasks, and helps ensure that day-to-day operations run smoothly.

Company: Kilowott

Location: Porvorim, Goa

Work Mode: Primarily Work from Office

Employment Type: Full-time

Shift: Flexible; irregular working hours may be required on certain days