Qualys India Pvt. Ltd.
AdministrativeCoordinator
“Administrative Coordinator at Qualys India Pvt. Ltd.. Skills: Calendar Logistics, Travel Booking, Document Preparation, Follow-Ups. Own end-to-end calendar management. Proactively resolve scheduling conflicts”
What You'll Achieve.
execute with speed and accuracy across all of them, at scale, simultaneously; maintain inbox zero discipline — nothing sits unactioned beyond agreed SLAs; Ensure 100% compliance with Qualys travel and expense flag exceptions proactively; 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; flag exceptions proactively; follow up on missing receipts or approvals without reminders; flag exceptions proactively; follow up on missing receipts or approvals without reminders
Night Shift aligned to Pacific Time (approx. 9: 30 PM – 6: 30 AM IST), Working Days Monday to Friday, 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
Nice to Have
Prior experience supporting executives preferably in a US-headquartered technology or SaaS company, Exposure to a GCC (Global Capability Centre), BPO, or shared services environment, additional certifications in office management or executive administration
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
Reconcile corporate card statements
Maintain a running tracker
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
Coordinate end-to-end logistics for EBRs
Consolidate pre-read materials
Capture meeting notes
Partner with EBC team
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
Communication Scope
Exceptional written and verbal communication in able to draft polished, professional correspondence independently and at volume
Process & Methodology
Own multiple workstreams simultaneously at pace by efficient prioritization, Track all open action items from executive meetings and ensure timely closure by owners, Maintain a live action log across active nothing falls through the cracks
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