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:
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
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
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
Escalate only what genuinely requires executive attention; everything else gets handled
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
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
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
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
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 discipl
Additional Information
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
Qualys · Pune, India