Administrative Coordinator

Come work at a place where innovation and teamwork come together to support the most exciting missions in the world!

Work Model

Hybrid – 3 days in office (Pune), 2 days Work from Home

Shift

Night Shift aligned to Pacific Time (approx. 9:30 PM – 6:30 AM IST)

Job Description

We are looking for a high-output, execution-focused Administrative Coordinator to provide seamless operational support to Qualys’s Executive team based in Foster City, California. This role is built for speed, scale, and coverage — someone who can independently own the full administrative stack for multiple senior leaders across time zones.

Based in our Pune office on a hybrid model and fully aligned to Pacific Time, you will be the operational backbone that keeps the executive team moving. The right candidate is someone who acts before being asked, resolves before things escalate, and treats every calendar conflict, travel disruption, or pending follow-up as a problem to be closed — fast.

What You Own

This role has clear, non-negotiable ownership across seven areas. You are expected to execute with speed and accuracy across all of them, at scale, simultaneously:

1. Calendar Logistics

• Own end-to-end calendar management for multiple executives across Pacific and India Standard Time zones
• Proactively resolve scheduling conflicts, protect executive focus time, and enforce meeting hygiene (agendas, right attendees, right duration)
• Coordinate recurring leadership syncs, 1:1s, and ad hoc priority meetings with zero dropped balls
• Set up and manage video conferencing via Zoom and Microsoft Teams for all executive meetings

2. Travel Booking & Disruption Management

• Book all domestic and international travel end-to-end: flights, hotels, ground transport, and visa coordination
• Build detailed, real-time travel itineraries with contingency planning built in
• Own disruption response — when flights change, hotels fall through, or schedules shift, solve it without escalating
• Maintain awareness of executive travel status during active trips and proactively flag or resolve issues

3. Inbox Triage (Non-Sensitive)

• Monitor and triage executive inboxes for non-sensitive communications, flagging priority items and routing the rest
• Draft and send routine responses, acknowledgements, and follow-up emails on behalf of executives
• Maintain inbox zero discipline — nothing sits unactioned beyond agreed SLAs
• Escalate only what genuinely requires executive attention; everything else gets handled

4. Expense Reporting

• Collect, code, and submit expense reports for executives on a weekly cadence using Concur or SAP Concur
• Ensure 100% compliance with Qualys travel and expense policy; flag exceptions proactively
• Reconcile corporate card statements and follow up on missing receipts or approvals without reminders
• Maintain a running tracker of submitted, pending, and approved reports for each executive

5. Document Preparation

• Prepare, format, and finalize executive documents including presentations, briefing notes, talking points, and internal memos
• Own version control and distribution of key documents across stakeholders
• Compile data, reports, and background materials ahead of meetings so executives walk in prepared
• Maintain a clean, organized repository of recurring documents, templates, and executive reference materials

6. Follow-Ups & Action Item Closure

• Track all open action items from executive meetings and ensure timely closure by owners
• Send proactive follow-up reminders to internal and external stakeholders on behalf of executives
• Maintain a live action log across active workstreams; nothing falls through the cracks
• Report weekly on the status of outstanding items to the executive or operations lead

7. Executive Business Reviews (EBR)

• Coordinate end-to-end logistics for quarterly and ad hoc Executive Business Reviews, including scheduling, invites, agenda prep, and room/VC setup
• Consolidate pre-read materials and distribute to participants ahead of schedule
• Capture meeting notes, decisions, and action items during EBRs; distribute within 24 hours of meeting close
• Partner with the EBC (Executive Briefing Center) team in Foster City on customer-facing review logistics where applicable

Required Qualifications

• 3–5 years of experience as an Executive Assistant, Personal Assistant, or Senior Administrative professional
• Prior experience supporting Director-level and above executives, preferably in a US-headquartered technology or SaaS company
• Demonstrated experience working on US time zones (PST/PDT) or in a night-shift MNC environment strongly preferred
• Exposure to a GCC (Global Capability Centre), BPO, or shared services environment is a strong advantage
• Bachelor’s degree in any discipline; additional certifications in office management or executive administration are a plus

Required Technical Skills

• Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) or Google Workspace
• Experience with travel and expense platforms such as Concur or SAP Concur
• Familiarity with project or task management tools (Asana, Jira, Monday.com, or Notion) is a plus
• Comfort with video conferencing platforms including Zoom and Microsoft Teams
• Ability to leverage AI in day to day tasks and improve productivity.

Behavioral

• Execution-first mindset: you close tasks, not just start them. Comfortable owning multiple workstreams simultaneously at pace by efficient prioritization.
• Able to operate with urgency while maintaining accuracy across calendar, travel, documents, and follow-ups
• Exceptional written and verbal communication in English; able to draft polished, professional correspondence independently and at volume
• High integrity and discretion when handling confidential executive information — aligned with Qualys’s core commitment to integrity
• Proactive, self-driven, and fully autonomous during night shift hours
• Strong cross-cultural fluency and confidence engaging with US-based executives, stakeholders, and external partners
• Calm under pressure, especially during travel disruptions, EBR crunch periods, and competing priority situations
• Coverage-oriented: understands that gaps in coverage have real impact and takes personal accountability for continuity