Administrative Coordinator

📍 Pune, India·🏢 Remote

Responsibilities

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.
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.

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 Skills & Competencies Technical 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.

Come work at a place where innovation and teamwork come together to support the most exciting missions in the world! Position Overview Job Title Administrative Coordinator Department Facilities Location Qualys India Pvt.
Ltd., Pune, Maharashtra 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) Working Days Monday to Friday Reporting To Sr.Director-Facilities, Mobility & sustainability Number of Openings 2-3