Executive Assistant & Facilities Coordinator

About the Role

CAI Software is seeking an **Executive Assistant & Facilities Coordinator** to join our Shared Services team in Bangalore. In this role, you will be the trusted right hand to our CTO, managing the calendar and day-to-day priorities of a senior technology leader, while also keeping our Bangalore office running smoothly. You will coordinate facilities, manage vendor relationships, and own end-to-end travel arrangements for employees and leaders travelling across locations making it easier for our teams to focus on delivering for customers.

What You'll Do

• Manage the CTO's calendar end to end — scheduling meetings across time zones, prioritizing requests, resolving conflicts, and protecting focus time
• Prepare agendas, briefing materials, and follow-up notes for CTO meetings, and track action items through to closure
• Act as a professional point of contact for the CTO with internal teams, global leaders, customers, and partners, handling communication with discretion and confidentiality
• Coordinate day-to-day facilities operations for the Bangalore office, including workspace management, maintenance, housekeeping, security, and office supplies
• Identify, onboard, and manage vendors for facilities, travel, catering, and office services — negotiating terms, monitoring service quality, and processing invoices in line with company policy
• Partner with the travel agency / travel partner to plan and book domestic and international travel for employees and leaders, including flights, hotels, ground transport, visas, and travel insurance
• Own the complete travel experience — itineraries, last-minute changes, and on-trip support — ensuring travel is cost-effective and compliant with the travel policy
• Coordinate logistics for leadership visits, offsites, team events, and meetings hosted at the Bangalore office
• Track facilities and travel spend, maintain accurate records, and support budgeting and expense reconciliation
• Support health, safety, and compliance requirements for the office, and continuously improve admin processes

What We're Looking For

• Bachelor's degree in any discipline
• 3–5 years of experience as an Executive Assistant, Office/Facilities Coordinator, or Administrative professional, ideally supporting a senior leader
• Excellent written and verbal communication skills in English, with a polished and professional manner
• Strong calendar management and organizational skills, with the ability to juggle competing priorities and meet deadlines
• Hands-on experience managing vendors and coordinating facilities operations
• Proven experience handling domestic and international travel bookings, including visa processes, and working with travel partners
• High level of discretion and integrity when handling confidential information
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint)
• Proactive, resourceful, and calm under pressure, with a service-oriented mindset
• Flexibility to occasionally support across time zones when required by global leadership
• Preferred: experience working in a technology or global software company