Executive Assistant & Operations Coordinator

About the role

WSO2 is seeking an Executive Assistant & Operations Coordinator to support its US leadership team and keep North America operations running smoothly. Based in Austin, TX, the role is hybrid and sits within the People Operations & Administration team, covering executive support, travel logistics, office administration, event planning, and recruiting coordination.

Key responsibilities

• Manage complex calendar scheduling for C‑suite and senior leaders across multiple time zones, including internal and customer‑facing meetings.
• Attend and support recurring leadership meetings, capture notes, and track action items.
• Book and coordinate domestic travel, handle last‑minute changes, and manage the Melon travel platform for onboarding, hotel rates, invoicing, and vendor communication.
• Process per‑diem entries, reconcile travel expenses, and maintain travel request procedures for US employees.
• Oversee US voicemail, mail, and package handling, routing items to Finance, Legal, and global teams as needed.
• Maintain vendor accounts (e.g., T‑Mobile, FedEx) and ensure timely resolution of issues.
• Own end‑to‑end interview scheduling for North America roles, liaising with candidates, recruiters, and interviewers.

Required profile

• Highly organized and proactive with the ability to manage a wide range of responsibilities in a fast‑moving, globally distributed environment.
• Strong communication skills and the ability to prioritize urgent tasks effectively.
• Comfortable working across multiple time zones and handling confidential information.

Required skills