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:

• 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

Maintain inbox zero discipline — nothing sits unactioned beyond agreed SLAs

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

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