Qualys India Pvt. Ltd.
AdministrativeCoordinator
Neural analysis suggests this role is
optimal for Mid candidates.
“Administrative Coordinator at Qualys India Pvt. Ltd.. Skills: Calendar Logistics, Travel Booking, Inbox Triage. Own end-to-end calendar management. Proactively resolve scheduling conflicts”
Industry & Context.
resolves before things escalate; treats every calendar conflict, travel disruption, or pending follow-up as a problem to be closed
Night Shift aligned to Pacific Time (approx. 9: 30 PM – 6: 30 AM IST), Hybrid – 3 days in office (Pune), 2 days Work from Home
What They're Looking For.
Must Have
3–5 years of experience as an Executive Assistant, Personal Assistant, or Senior Administrative professional, Prior experience supporting Director-level and above executives, Demonstrated experience working on US time zones (PST/PDT) or in a night-shift MNC environment
Nice to Have
in a US-headquartered technology or SaaS company, Exposure to a GCC (Global Capability Centre), BPO, or shared services environment is a advantage, additional certifications in office management or executive administration are a plus
What You'll Do.
Own end-to-end calendar management
Proactively resolve scheduling conflicts
Coordinate recurring leadership syncs
Set up and manage video conferencing
Book all domestic and international travel
real-time travel itineraries
Own disruption response
Maintain awareness of executive travel status
Monitor and triage executive inboxes
Draft and send routine responses
Maintain inbox zero discipline
and submit expense reports
Ensure 100% compliance with Qualys
Reconcile corporate card statements
Maintain a running tracker of submitted
and finalize executive documents
Own version control and distribution
and background materials
Track all open action items
Send proactive follow-up reminders
Maintain a live action log
Report weekly on the status
Coordinate end-to-end logistics for EBRs
Consolidate pre-read materials
Capture meeting notes
Partner with the EBC team
How You'll Work.
Team & Collaboration
cross-functional coordination; cross-cultural fluency and confidence engaging with US-based executives, stakeholders, and external partners
Communication Scope
Exceptional written and verbal communication
Full Job Description
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\. 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
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