Chinchwad, Pune, Maharashtra Executive assistant – business support team Jobs – 81 Open Jobs Today

Administrative Coordinator
Qualys —Pune, Maharashtra
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- Microsoft Powerpoint
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Assistant Manager / Sr. Business Development Executive – (US Region)
Speed Engineering Solutions —Pune, Maharashtra
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Sheetal Wireless technologies —Pune, Maharashtra
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Wolters Kluwer —Pune, Maharashtra
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- Microsoft Powerpoint
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Executive Assistant_2861
Allianz —Pune, Maharashtra
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- Master's degree
- Project management
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PCC PMO - Assistant Vice President
State Street —Hinjewadi, Pune, Maharashtra
- Full-time
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Personal Assistant to Managing Director
Venkateshwara Hatcheries Pvt Ltd —Pune, Maharashtra
- ₹3,00,000 - ₹4,00,000 a year
- Full-time
- Microsoft Powerpoint
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- Medicine
- Health insurance
Quick apply
1d
Senior Delivery Manager
66degrees —Pune, Maharashtra
- Azure
- Computer Science
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Executive Assistant Associate
Heaptrace Technology —Pune, Maharashtra
- Full-time
- Microsoft Powerpoint
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- Microsoft Excel
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7d
Assistant Manager/ Senior Executive-Teradata/ Oracle & PL-SQL Developer-Pune
Vodafone —Pune, Maharashtra
- Full-time
- Microsoft Excel
- Oracle
- SQL
Executive Assistant to Founder
Honey Makhija Rice PVT LTD —Pune, Maharashtra
- ₹10,00,000 a year
- Full-time
- Administrative experience
- Organisational skills
- In-person
Quick apply
Associate - Project Manager-Project Management-Overall Project Management
EXL Service —Pune, Maharashtra
- Full-time
- Master's degree
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Executive Assistant to CEO
iTeach Schools —Pune, Maharashtra
- ₹6,00,000 - ₹7,20,000 a year
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Personal Assistant / Secretary o CEO
Autopress India Private Limited —Pirangut, Pune, Maharashtra
- ₹50,000 - ₹80,000 a month
- Full-time
- English
- Bachelor's degree
- In-person
- Flexible schedule
Quick apply
AVP-Services -Operational Resilience Coordinator
Citi —Pune, Maharashtra
- Full-time
- Microsoft Excel
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2d
Legal Executive Assistant
CrowdStrike —Pune, Maharashtra
- Full-time
- Microsoft Word
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Facility Technical Executive
JLL —Pune, Maharashtra
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Executive Assistant to the Director
Malpani Group! —Pune, Maharashtra
- MSW
- Master's degree
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Administrative Coordinator

Qualys -
Pune, Maharashtra

Apply Now

Job details

Full-time

Benefits

Work from home

Qualifications

Jira
Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
SAP
English
Administrative experience
Bachelor's degree
AI
Communication skills
Personal assistant experience
Travel planning

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 & 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 status of outstanding items to the executive or operations lead

7. 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

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

Skills & Competencies

Technical

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

Apply Now

Refine Your Search

executive assistant – business support team jobs in chinchwad, pune, maharashtra

Administrative Coordinator

Assistant Manager / Sr. Business Development Executive – (US Region)

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Financial Systems Analyst

Executive Assistant_2861

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Assistant Manager/ Senior Executive-Teradata/ Oracle & PL-SQL Developer-Pune

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Associate - Project Manager-Project Management-Overall Project Management

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Legal Executive Assistant

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Executive Assistant to the Director

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