Executive Assistant & Operations Coordinator Full Time NEW

About the Role

WSO2 is looking for an Executive Assistant & Operations Coordinator to support our US leadership team and keep North America operations running smoothly. Based in our Austin, TX office (hybrid), this role sits within the People Operations & Administration team and spans executive and calendar support, travel and logistics coordination, US business administration, event planning, and recruiting coordination.

The right person for this role is highly organized, proactive, and comfortable managing a wide range of responsibilities across a fast-moving, globally distributed company. You take ownership of your work, communicate clearly, and know how to prioritize when everything feels urgent.

Key Responsibilities

Executive & Leadership Support

• Manage complex calendar scheduling for C-suite and senior vice president-level leaders across the US, Europe, and UK, coordinating internal meetings, customer-facing meetings, and meeting logistics across multiple time zones.
• Attend and support recurring leadership meetings, including weekly North America leadership and sales team sessions and quarterly global sales all-hands, tracking notes and action items as needed.

Travel & Logistics

• Book and coordinate domestic travel for US senior leaders, assisting with urgent last-minute requests as needed.
• Manage all aspects of the Melon (Corporate Traveler) travel platform, including onboarding new employees, negotiating and loading preferred hotel rates, processing invoices, and serving as the primary US point of contact.
• Coordinate group travel logistics for large company events and conferences in partnership with the global travel manager.
• Process per diem entries and reconcile and submit US travel expenses for US employees, and maintain and communicate travel request processes to the US team.

US Operations & Administration

• Check and manage the WSO2 US voicemail line, routing messages to the appropriate contacts or taking action as needed.
• Receive, sort, and process all US office mail and packages, routing correspondence to the appropriate internal departments and teams including Finance, Legal, and global teams based in Sri Lanka.
• Receive checks on behalf of the company, notify Finance for deposit approval, and process deposits accordingly.
• Manage and maintain US and North America sales distribution lists and internal communication groups, keeping membership current as employees join and leave the organization.
• Manage WSO2 North America vendor accounts, including T-Mobile business (ordering phone lines and devices, maintaining admin credentials) and FedEx (tracking shipments, resolving missing packages, and opening cases as needed).

People Operations Support

• Own end-to-end interview scheduling for all North America roles, serving as the primary contact for candidates, coordinating with external recruiters and interviewers, booking interviews on Google Calendar, and maintaining accurate pipeline data in the candidate tracker.
• Follow up on completed interviews to confirm next steps and keep the recruiting process moving, keeping the People Operations Lead, North America informed of status, changes, and any issues in real time.
• Assist with HR operational and administrative functions across the People Operations and Administration team, contributing to broader HR initiatives and projects as needed.
• Provide administrative support for special organizational projects, events, and ad hoc requests from US-based and global departments as needed.

Event Management

• Research, vet, and recommend restaurants and venues for US team dinners, negotiating menus, pricing, and contracts for large-group and private dining events, and presenting options to leadership for approval.
• Manage all event logistics end-to-end, including sending event details to attendees, collecting RSVPs, and tracking dietary restrictions.

Qualifications, Skills, and Relevant Experience

• 4-6 years of experience in an executive assistant, operations coordinator, or administrative role supporting senior leadership; experience in a tech or software company preferred.
• Demonstrated ability to manage complex, multi-timezone calendar scheduling for C-suite and VP-level leaders.
• Experience managing corporate travel platforms, vendor accounts, or business operations administration.
• Comfortable handling finance-adjacent tasks such as expense processing, check deposits, credit card coordination, and invoice routing.
• Experience planning and coordinating team events, including venue sourcing, contract negotiation, and logistics management.
• Experience coordinating interviews or managing recruiting logistics is a strong plus.
• High proficiency with Google Workspace (Gmail, Calendar, Drive, and Groups are daily tools in this role).
• Strong written communication skills with a professional, polished tone.
• Exceptionally organized with the ability to juggle multiple priorities across teams without dropping the ball.
• Comfortable operating with a high degree of autonomy in a fast-paced, global environment.
• Discreet and trustworthy; this role handles confidential executive, financial, and candidate information daily.
• Based in or able to commute to Austin, TX on a hybrid schedule.

In Addition to a Competitive Compensation Package, WSO2 Offers:

• A work culture and environment where we value both hard work AND flexibility.
• Ongoing training, coaching, and mentoring.
• Education reimbursement for professional qualifications and courses.
• A generous vacation/leave plan that fits your needs.
• Health insurance for you and your family.
• 401K matching.

Diversity Drives Innovation

We’ve built our business on a commitment to diversity and inclusion. We believe it’s important to foster an environment that values and respects each individual’s strengths, perspectives, and ideas. Doing so not only drives innovation; it also ensures that we can create superior experiences for our customers, partners, and employees worldwide. We value the diversity of our team regardless of race, ethnicity, religion, gender, age, national origin, disability, sexual orientation, or veteran or marital status, and we do not tolerate any form of discrimination.