Program Coordinator

RemoteEngine; Bengaluru; On-site; INR 1,500,000 - 2,500,000; Full time

Job summary

VisioGen is seeking an organized Executive Business Partner to support day-to-day business coordination, operational activities, stakeholder communication, and administrative processes in Bengaluru, India.

You will work closely with multiple functions, manage trackers, follow up on action items, and ensure activities are completed on time while maintaining confidentiality and professionalism.

Qualifications

• 5+ years of experience in Executive Assistance, Administration, or Business Operations.
• Experience supporting managers or leadership teams is preferred.
• Exposure to Finance, Procurement, IT, Travel, Vendor Management, or event coordination is advantageous.
• Experience in fast-paced corporate, tech, or startup environments is a plus.
• Strong organizational, coordination, communication, and follow-up skills.
• Ability to manage multiple priorities and deadlines with attention to detail.
• Proficiency in MS Office / Microsoft 365, especially Excel and PowerPoint.

Responsibilities

• 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, events, and offsites, including logistics and vendors.
• Coordinate invoices, billing, payments, purchase requests, and related documentation with Finance.
• Coordinate agreements, contracts, and documentation with internal stakeholders and external partners.
• Track pending finance and legal activities and follow up for timely closure.
• Coordinate IT requirements, software, licenses, procurement, vendors, and deliveries.
• Raise and track requests, approvals, purchase requirements, and close actions.
• Support domestic and international travel arrangements and related logistics.
• 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 on time.

Skills

Executive Support

Administration

Coordination

Stakeholder Management

Calendar & Meetings

Travel & Vendor Management

Finance & Invoicing

Legal & Contract Coordination

IT & Procurement Coordination

Event Coordination

Follow-up

Tools

MS Excel

PowerPoint

Job description

Key Skills: Executive Business Coordination, Calendar & Meeting Management, Leadership Support, Finance & Invoice Coordination, Legal & Contract Coordination, IT & Procurement Coordination, Travel & Vendor Management, Event & QBR Coordination, MS Excel & PowerPoint, Stakeholder Management & Follow-up.

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.

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.

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.

What you'll do

• 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.
• 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.
• 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.

What we're looking for

• 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.
• 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.