Qualys India Pvt. Ltd.
AdministrativeCoordinator
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“Administrative Coordinator at Qualys India Pvt. Ltd.. Skills: Calendar Management, Travel Coordination, Executive Support, Communication. Own end-to-end calendar management. Proactively resolve scheduling conflicts”
What You'll Achieve.
provide seamless operational support; independently own the full administrative stack; keeps the executive team moving; execute with speed and accuracy across all of them, at scale, simultaneously; protect executive focus time; enforce meeting hygiene; with zero dropped balls; solve it without escalating; flagging priority items and routing the rest; nothing sits unactioned beyond agreed SLAs; everything else gets handled; Ensure 100% compliance with Qualys travel and expense policies; flag exceptions proactively; follow up on missing receipts or approvals without reminders; Maintain a running tracker of submitted, pending, and approved reports for each executive; Own version control and distribution of key documents across stakeholders; so executives walk in prepared; ensure timely closure by owners; nothing falls through the cracks; distribute within 24 hours of meeting close
Industry & Context.
resolves before things escalate; treats every calendar conflict, travel disruption, or pending follow-up as a problem to be closed; Own disruption response — when flights change, hotels fall through, or schedules shift, solve it without escalating; Escalate only what genuinely requires executive attention; flag exceptions proactively; follow up on missing receipts or approvals without reminders; Report weekly on the status of outstanding items to the executive or operations lead
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, Demonstrated experience working on US time zones (PST/PDT) or in a night-shift MNC environment strongly preferred
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, Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) or Google Workspace, Experience with travel and expense platforms such as Concur or SAP Concur, Comfort with video conferencing platforms including Zoom and Microsoft Teams, Ability to leverage AI in day to day tasks and improve productivity, Execution-first mindset, Able to operate with urgency while maintaining accuracy, Exceptional written and verbal communication, High integrity and discretion, Proactive, self-driven, and fully autonomous during night shift hours, cross-cultural fluency and confidence engaging with US-based executives, stakeholders, and external partners, Calm under pressure, Coverage-oriented
Nice to Have
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, Familiarity with project or task management tools (Asana, Jira, Monday. com, or Notion) is 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 travel
Reconcile corporate card statements
Maintain a running tracker of submitted reports
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 status of outstanding items
Coordinate end-to-end logistics for EBRs
Consolidate pre-read materials
Capture meeting notes
Partner with EBC team on customer-facing logistics
How You'll Work.
Team & Collaboration
cross-cultural fluency and confidence engaging with US-based executives, stakeholders, and external partners; Partner with the EBC (Executive Briefing Center) team in Foster City on customer-facing review logistics where applicable
Communication Scope
Exceptional written and verbal communication; able to draft polished, professional correspondence independently and at volume
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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