other
Posted Apr 28Administrative Coordinator
at Qualys
Pune, IndiaHybrid
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.
Requirements
- 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.
Additional details
- 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
- Experience 3–5 years Employment Type Full-Time, Direct Hire 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.
- 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.