Company: KAVIA AI Location: India - Remote Type: Full-time Reports to: Chief Operations Officer and Co-Founder Experience: 4-6 years Compensation: ₹9–11 LPA, based on background, skills, location, and experience
#About KAVIA AI
KAVIA AI is an enterprise software company building the enterprise software engineering platform for complex codebases.
We help engineering teams understand, plan, change, and validate large software systems. KAVIA connects code understanding, workflow automation, artifact generation, reviewable code, and validation across repositories and environments.
Our platform is used by enterprise teams working on consequential software systems. As KAVIA's product, customer base, and team grow, we are building the operating discipline required to move quickly without losing clarity, ownership, or follow-through.
#The Role
This is a hands-on executive operations role at a growing enterprise software company.
Reporting to the COO, you will own the operational coordination behind KAVIA's executive and customer-facing work. You will keep calendars, meetings, recruiting processes, and the customer pipeline organized; prepare people before important discussions; and make sure commitments turn into actions.
You will work closely with the executive team, customer-facing teams, hiring managers, project management, and external stakeholders. Because KAVIA's leaders and customers work across time zones, this role requires reliable flexibility and regular overlap with US business hours.
This is not purely an administrative role limited to booking meetings, and it is also not a strategy, marketing, or sales ownership role. We are looking for someone who takes full ownership of coordination and follow-through, exercises good judgment, communicates clearly, and improves the processes they run. You will not be expected to make technical or sales decisions, but you will be expected to understand enough context to keep work moving and know when to escalate.
#What You'll Do#Manage Executive and Customer-Facing Calendars
- Own executive and customer-facing scheduling, including the CEO's calendar, customer meetings, board meetings, important internal reviews, and key external meetings.
- Coordinate across India, the United States, Europe, and Asia; protect priorities, reduce conflicts, and make thoughtful scheduling tradeoffs.
- Handle invitations, participant confirmation, time-zone checks, video links, room and meeting logistics, agendas, and rescheduling.
- Track important recurring meetings, deadlines, and commitments so that nothing is lost between conversations.
#Prepare Meetings and Drive Follow-Through
- Prepare agendas, meeting objectives, relevant context, materials, open questions, and participant lists in advance.
- Make sure the participants understand the decision, outcome, or next step expected from each important meeting.
- Attend selected meetings, capture decisions and action items, assign owners and due dates, and act as needed with concise follow-ups.
- Maintain action trackers, follow up with owners, and surface delays or unclear ownership before they become problems.
- Coordinate board-meeting calendars, material deadlines, meeting logistics, and follow-up actions with appropriate discretion and confidentiality.
#Keep Customer and Sales Operations Organized
- Prepare the agenda for KAVIA's sales and pipeline meeting and circulate decisions, owners, and follow-up actions afterward.
- Maintain CRM hygiene so every active opportunity has an accurate stage, owner, current notes, and a dated next action.
- Follow up with account owners when information is missing or stale, and surface opportunities that do not have a clear next step.
- Coordinate customer calls, demos, pilot discussions, follow-ups, and the internal preparation required before them.
- Prepare simple pipeline summaries, status lists, and operating views from the CRM without taking ownership of sales judgment or forecasting.
#Coordinate Recruiting and Onboarding
- Schedule interviews across candidates and interview panels, and provide clear, professional candidate communication.
- Maintain the recruiting tracker or applicant system, including resumes, interview status, feedback, decisions, and next steps.
- Remind interviewers, collect feedback promptly, and prevent candidates from becoming stalled in the process.
- Coordinate offer, reference, and onboarding logistics as directed; hiring managers will retain responsibility for technical screening and hiring decisions.
#Build Better Operating Processes
- Create templates, checklists, trackers, and repeatable workflows that make scheduling, meetings, recruiting, and follow-through more reliable.
- Maintain well-organized shared documents, meeting records, and access to current information.
- Identify recurring coordination problems and propose practical improvements.
- Take on additional cross-functional coordination as KAVIA grows, based on your capabilities, judgment, and the needs of the business.
#What We're Looking For#Required
- 4-6 years of experience in executive support, executive operations, project coordination, sales operations, recruiting coordination, or a comparable role. If you are a self starter and able to learn and grow, you are encouraged to apply – if you have role adjacent skills.
- Demonstrated ownership of complex scheduling and multi-step processes that require consistent follow-through.
- Excellent written and spoken English, with the ability to write clear customer-facing messages, agendas, notes, and follow-ups.
- Exceptional organization, attention to detail, responsiveness, and persistence across multiple concurrent priorities.
- Experience with calendars, video-conferencing tools, shared documents, spreadsheets, and CRM or other business systems.
- Ability to work comfortably with technical teams and enterprise customers without needing to be an engineer.
- Sound judgment about confidentiality, priorities, escalation, and when to ask for clarification.
- Ability to maintain dependable overlap with US business hours when meetings or company priorities require it.
- Comfort working in a startup environment where priorities change and processes are still being built.
#Strong Plus
- Experience in a B2B SaaS, enterprise software, deep-technology, or venture-backed startup environment.
- Experience with HubSpot, Salesforce, or a similar CRM.
- Experience coordinating board meetings or handling sensitive executive materials.
- Experience with applicant-tracking systems, recruiting operations, or new-hire onboarding.
- Experience supporting distributed teams and coordinating across several time zones.
- A record of improving processes rather than only following existing instructions.
#Who Thrives at KAVIA
People who do well in this role typically:
- Enjoy making executives and teams more effective through preparation, clarity, and follow-through.
- Anticipate what is needed without overstepping the decisions owned by others.
- Track commitments until they are closed, not merely until the reminder is sent.
- Write short, accurate messages that make the next action unmistakable.
- Know when to solve a problem independently and when to escalate it quickly.
- Learn enough business and product context to understand why a meeting or action matters.
- Stay calm and courteous when schedules change, priorities conflict, or a deadline is at risk.
- Treat every interaction with a candidate, customer, or external stakeholder as part of KAVIA's reputation.
#Why This Role Is Interesting
- Work closely with the founding team including the CEO and gain broad exposure to KAVIA's customers, product, sales, hiring, board, and company operations.
- Have immediate, visible impact by making important work better prepared, better tracked, and more likely to reach completion.
- Build practical operating systems at an early-stage enterprise software company rather than inherit a playbook.
- Grow with the company. A strong performer can expand into broader executive operations, revenue operations, recruiting operations, or cross-functional program ownership based on skills, judgment, performance, and business need.
- Join a distributed team working with enterprise engineering organizations on complex and consequential software systems.
#A Note from KAVIA
We are not looking for someone who has used every tool or done every task listed above.
We are looking for an exceptionally reliable operator who communicates well, brings order to complex work, and takes personal responsibility for making sure commitments do not disappear. Applicants with strong coordination and process-ownership experience are encouraged to apply, even if their current title is different.