Administrative Assistant / Office Coordinator

Who are we?

Founded in 2014 by Khadim Batti and Vara Kumar, Whatfix is a leading global B2B SaaS provider and the largest pure-play enterprise digital adoption platform (DAP). Whatfix empowers companies to maximize the ROI of their digital investments across the application lifecycle, from ideation to training to the deployment of software. Driving user productivity, ensuring process compliance, and improving user experience of internal and customer-facing applications.

Spearheading the category with serial innovation and unmatched customer-centricity, Whatfix is the only DAP innovating beyond the category, positioning itself as a comprehensive suite for GenAI-powered digital adoption, analytics, and application simulation. Whatfix product suite consists of 3 products - DAP, Product Analytics, and Mirror. This product suite helps businesses accelerate ROI on digital investments by streamlining application deployment across its lifecycle.

Whatfix has seven offices across the US, India, UK, Germany, Singapore, and Australia and a presence across 40+ countries.

Customers: 700+ enterprise customers, including over 80 Fortune 500 companies such as Shell, Microsoft, Schneider Electric, and UPS Supply Chain Solutions. 

Investors: Raised a total of ~$270 million. Most recently Series E round of $125 Million led by Warburg Pincus with participation from existing investor SoftBank Vision Fund 2. Other investors include Cisco Investments, Eight Roads Ventures (A division of Fidelity Investments), Dragoneer Investments, Peak XV Partners, and Stellaris Venture Partners.

• With over 45% YoY sustainable annual recurring revenue (ARR) growth, Whatfix is among the “Top 50 Indian Software Companies” as per G2 Best Software Awards. 
• Recognized as a “Leader” in the digital adoption platforms (DAP) category for the past 4+ years by leading analyst firms like Gartner, Forrester, IDC, and Everest Group.
• The only vendor recognized as a Customers’ Choice in the 2024 Gartner® Voice of the Customer for Digital Adoption Platforms has once again earned the Customers’ Choice distinction in 2025. We also boast a star rating of 4.6 on G2 Crowd, 4.5 on Gartner Peer Insights, and a high CSAT of 99.8%
• Highest-Ranking DAP on 2023 Deloitte Technology Fast 500™ North America for Fourth Consecutive Year
• Won the Silver for Stevie's Employer of the Year 2023 – Computer Software category and also recognized as Great Place to Work Mostrar teléfono 
• Only DAP to be among the top 35% companies worldwide in sustainability excellence with EcoVadis Bronze Medal
• On the G2 peer review platform, Whatfix has received 77 Leader badges across all market segments, including Small, Medium, and Enterprise, in 2024, among numerous other industry recognitions.

The Role

We are seeking a highly organized, proactive Administrative Assistant / Office Coordinator to support our Head of Marketing and Head of Product Design & UX Research. This role involves managing calendars, coordinating travel, organizing meetings and events, maintaining records, and ensuring smooth office operations with a focus on efficiency and proactive problem-solving.

Responsibilities

• 1-2 years of experience supporting multiple Executives or Founders, preferably across different time zones
• Manage calendars for team, customer, and internal business partner meetings across international time zones
• Handle visa, ticketing, and travel itineraries, ensuring seamless logistics
• Maintain records of meeting requests and close them out promptly, adhering to SLA response times
• Coordinate offsite meetings, events, and programs for the VP and staff
• Ensure all meeting invites include necessary details for effective meetings
• Experience supporting VPs managing 1000+ people in customer-facing
• Proven ability to support high-growth companies and executive staff
• High attention to detail, organization, and strong calendaring skills (Gmail/Google Calendar)
• Strong teamwork and relationship management skills; confident in offering process improvement suggestions
• Excellent communication skills with senior leaders and external partners
• Proficient in Apple products, Google, and Slack, with the ability to organize a priority-based workload in a fast-paced environment
• Strong problem-solving and decision-making skills, with a proactive approach to tackling tasks of all sizes
• Goal-driven, adaptable, and eager to make an impact in a growing organization

Office Operations Management:

• Oversee daily office operations to ensure the workplace is efficient and productive
• Manage office supplies, inventory, and equipment to ensure everything is stocked and functional
• Serve as the primary point of contact for office-related inquiries and troubleshooting
• Maintain office facilities, ensuring the environment is clean, safe, and conducive to a positive working atmosphere
• Coordinate office repairs and maintenance with external vendors and contractors
• Coordinate new hire onboarding process, including badge initiation, access setup, and sending a welcome email with essential company information and first-day instructions
• Ensure compliance with health and safety regulations and company policies
• Manage relationships with vendors, suppliers, and service providers, including negotiating contracts and ensuring timely delivery of services
• Partner with the Global Admin team in India

Perks / Benefits

• Equity plan
• Mac shop, work with the newest technologies
• Unlimited PTO policy
• Paid maternity leave
• Monthly cell phone stipend
• Paid UberEats lunches-daily
• Medical, Dental, and Vision coverage (Whatfix pays 80% of the premium for individuals and their families; for the HSA, Whatfix contributes $1,000 for individuals and $2,000 for a family)
• Team and company outings
• Learning and Development benefits

At Whatfix, we value collaboration, innovation, and human connection. We believe that working together in the office five days a week fosters open communication, strengthens our community, and drives innovation, helping us achieve our goals more effectively. 

To facilitate global collaboration, our US teams start and end early, while our India teams start and end late. US teams do not have any evening meetings. Relocation and Sponsorship offered.

We strive to live and breathe our Cultural Principles and encourage employees to demonstrate some of these core values - Customer First; Empathy; Transparency; Fail Fast and scale Fast; No Hierarchies for Communication; Deep Dive and innovate; Trust is the foundation; and Do it as you own it.

Whatfix is an Equal Opportunity Employer and an E-Verify participant. All activities must comply with our Equal Opportunity Laws, ADA, and other regulations, as appropriate.

We are an equal opportunity employer and value diverse people because of and not in spite of the differences. We do not discriminate on the basis of race, religion, color, national origin, ethnicity, gender, sexual orientation, age, marital status, veteran status, or disability status.

The salary range for this position is$65K-75K OTE. Compensation will be determined by factors such as level, job-related knowledge, skills, and experience.