Program Coordinator

ZEISS VisioGen; Bengaluru; On-site; INR 900,000 - 1,500,000; Full time

Job summary

ZEISS VisioGen is seeking an organized Executive Business Partner to support day-to-day business coordination, operations, stakeholder communication, and administrative processes. The role offers exposure across business operations, finance, IT, procurement, legal, travel, vendor management, and events.

The candidate should manage multiple priorities, maintain trackers, follow up on actions, and deliver on timelines with a proactive, confidential approach.

Qualifications

• 5+ years of experience in Executive Assistance, Administration, Business Operations, Coordination, or a similar role.
• Experience supporting managers or leadership teams preferred.
• Exposure to Finance, Procurement, IT, Travel, Vendor Management, or event coordination is advantageous.

Responsibilities

• Coordinate meetings, calendars, follow-ups, action items, and leadership requirements.
• Maintain trackers and prepare reports, presentations, and meeting documentation.
• Coordinate invoices, billing, payments, and related documentation with Finance.
• Coordinate agreements and documentation with internal stakeholders and external partners, including Legistify.
• Support travel arrangements, accommodation, transportation, and related logistics.
• Maintain records, SOPs, and process documents; follow up with stakeholders.
• Identify opportunities to improve administrative and operational processes and take ownership of tasks.

Skills

Executive support

Operations coordination

Stakeholder communication

MS Office / Microsoft 365

Travel coordination

Vendor management

Tools

MS Office / Microsoft 365

Job description

ZEISS VisioGen is building the future of AI-powered healthcare by developing human-verified clinical communication solutions for ophthalmology practices. We combine cutting-edge Generative AI with clinical expertise to build scalable, production-ready applications that enhance patient engagement and improve healthcare delivery.

Role Purpose

We are looking for a highly organized, proactive, and detail-oriented Executive Business Partner to support day-to-day business coordination, operational activities, stakeholder communication, and administrative processes.

The role provides an opportunity to work closely with multiple functions and gain broad exposure to business operations, Finance, IT, Procurement, Legal, Travel, Vendor Management, and business events.

The ideal candidate should be comfortable managing multiple priorities, coordinating with different stakeholders, maintaining trackers, following up on action items, and ensuring activities are completed within timelines.

Key Responsibilities

1. Business & Leadership Coordination

• Coordinate meetings, calendars, follow-ups, action items, and leadership requirements.
• Maintain trackers and prepare reports, presentations, and meeting documentation.
• Coordinate with internal teams and external partners while maintaining confidentiality.
• Support QBRs, business meetings, workshops, leadership connects, team events, and offsites, including logistics, participants, vendors, documentation, and follow-ups.

2. Finance, Legal & Business Documentation

• Coordinate invoices, billing, payments, purchase requests, and related documentation with Finance.
• Coordinate agreements, contracts, and documentation with internal stakeholders and external legal partners, including Legistify.
• Track pending finance and legal activities and follow up for timely closure.
• Coordinate requirements related to IT, software, laptops, licenses, procurement, vendors, and deliveries.
• Raise and track requests, approvals, purchase requirements, and open actions through closure.
• Support domestic and international travel arrangements, accommodation, transportation, and related logistics.
• Coordinate with vendors and internal stakeholders to ensure smooth execution of business requirements.

4. Administrative & Operational Support

• Maintain trackers, records, reports, process documents, and SOPs.
• Follow up with stakeholders to ensure timely completion of assigned activities.
• Identify opportunities to improve administrative and operational processes.
• Take ownership of assigned tasks and deliver them accurately and within timelines.
• Strong organizational, coordination, communication, and follow-up skills.
• Ability to manage multiple priorities and deadlines with attention to detail.
• Comfortable coordinating with multiple teams and stakeholders.
• Proficiency in MS Office / Microsoft 365, especially Excel and PowerPoint.
• Willingness to learn new tools, systems, and business processes.
• Ability to work independently while seeking guidance when required.
• Positive, proactive, and solution-oriented approach.
• Strong attention to detail and ability to maintain confidentiality.

Preferred Experience

• 5+ years of experience in Executive Assistance, Administration, Business Operations, Coordination, or a similar role.
• Candidates with experience supporting managers or leadership teams will be preferred.
• Exposure to Finance, Procurement, IT, Travel, Vendor Management, or event coordination is an advantage.
• Experience working in a fast-paced corporate, technology, or startup environment will be an added advantage.

This role provides broad exposure across business operations and cross-functional coordination. The individual will have the opportunity to work closely with different functions, understand business processes, and progressively take ownership of larger responsibilities.

We are looking for someone who is curious, eager to learn, dependable, and willing to take on new challenges as the role evolves.

What We Are Looking For

We are looking for an individual who is organized, dependable, proactive, and eager to learn.

The right candidate should be comfortable taking ownership of assigned activities, following up with stakeholders, learning new processes, and ensuring that day-to-day business requirements are completed smoothly.

This is not a traditional administrative role - it is an opportunity to build strong business operations experience with wide cross-functional exposure and scope for growth.