Administrative Coordinator

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 & 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 3. 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 4. 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 5. 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 6. 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 st ... (truncated, view full listing at source)