Executive Assistant - PDO

Summary

The Executive Assistant is a dual‑impact role supporting PDO leadership and teams at our India Development Center. You will combine PMO and governance responsibilities with executive support, office coordination, and vendor/procurement activities.
You will maintain project dashboards and documentation, coordinate leadership calendars and events, and manage local vendors and purchasing processes. Your work will help PDO deliver on its FY26 priorities around operational excellence, AI and cloud adoption, and customer‑centric innovation by ensuring strong project hygiene and frictionless day‑to‑day operations.

Job Description

What you'll do:

1. PMO & Governance (Approximately 40%)

• Maintain and update project dashboards for PDO teams, ensuring milestones, risks, and dependencies are current, accurate, and visible to stakeholders, including for initiatives tied to AI, cloud, security, and data platform adoption.

• Consolidate weekly and monthly status reports for India‑based PDO leadership, highlighting key KPIs, resource utilization, and operational health, and support preparation of materials for global reviews.

• Assist in refining and documenting standard operating procedures (SOPs) for India Development Center activities (e.g., meeting cadences, reporting cycles, vendor processes) to improve efficiency, consistency, and throughput.

• Act as custodian for project and operational documentation, ensuring Confluence, SharePoint, and other repositories are well‑organized, up‑to‑date, and easy to navigate, including materials related to PDO VPMOM initiatives such as AI lifts, DR readiness, and platform reliability.

2. Administrative Assistance (Approximately 30%)

• Manage calendars for India PDO leaders, including complex, cross‑time‑zone scheduling with global stakeholders, and coordinate travel and logistics for visiting leaders, customer‑facing events, and internal planning workshops.

• Plan and support internal events such as Town Halls, Sprint Reviews, all‑hands, and engagement sessions, from agenda setting and logistics through to capturing and tracking action items, enabling effective communication and alignment across PDO.

• Serve as a primary point of contact for the India PDO team on facility‑related needs, seating plans, visitor coordination, and general office queries, partnering with Workplace/Facilities, IT, and Security to provide a productive, inclusive, and safe environment.

3. Vendor & Procurement Support (Approximately 15%)

• Assist in identifying, onboarding, and managing local vendors for services such as IT peripherals, event catering, office supplies, and facilities support, while monitoring performance and service levels to meet Guidewire’s expectations for quality, security, and reliability.

• Coordinate local procurement requests, ensuring purchase orders, invoices, and approvals are tracked accurately and processed promptly, and collaborate with Finance and Shared Services to align with purchasing policies and support budget visibility for PDO initiatives.

4. Team Engagement & Culture (Approximately 15%)

• Plan and deliver India‑based engagement initiatives for PDO, such as celebrations, recognition events, learning sessions, and community‑building activities that reflect our inclusive culture and “Your Career. Your Adventure.” ethos.

• Partner with People/HR and site leadership to support programs that enhance belonging, well‑being, and career growth for India‑based team members, strengthening Guidewire’s EVP pillars of Craft, Evolve, and Belong.

• Help prepare internal communications, newsletters, and event summaries that highlight PDO achievements in AI, cloud, and platform reliability, and showcase how teams are delivering customer value and contributing to Guidewire’s mission.

What you'll bring:

• 4–7 years of experience in a PMO, Project Coordination, or Senior Administrative/Executive Assistant role within a Global Capability Center (GCC) or IT/technology environment, ideally supporting engineering, product development, or cloud/SaaS teams.

• Strong proficiency with project and work‑tracking tools (such as Jira, Asana, or Smartsheet) for maintaining dashboards and tracking milestones, and advanced skills in Microsoft 365, particularly Excel, PowerPoint, Outlook, and Teams.

• Experience working with collaboration platforms such as Confluence and SharePoint for structured documentation and knowledge management.

• Excellent written and verbal communication skills in English, with the confidence to interact with senior leaders, global stakeholders, and cross‑functional teams, and the ability to synthesize inputs into clear status updates, presentations, and meeting notes.

• Highly organized, with strong attention to detail and the ability to manage multiple parallel priorities in a fast‑paced, high‑growth environment; demonstrated ability to plan ahead, meet deadlines, and keep complex schedules, events, and deliverables on track.

• Proactive, solution‑oriented mindset: you anticipate issues, propose practical options, and follow through to resolution rather than only reporting problems.

• Demonstrated commitment to inclusive, team‑oriented ways of working; you build strong relationships and foster collaboration across functions and locations, aligning with Guidewire’s culture of determination, collaboration, continuous improvement, and bravery.

How This Role Contributes to Guidewire’s Mission:

Guidewire transforms the way the world’s P&C insurers do business by providing a trusted cloud platform that helps them engage, innovate, and grow efficiently. By enabling smooth project governance, reliable office operations, and effective vendor support, the Executive Assistant helps PDO deliver secure, scalable, AI‑enabled products that power this mission. Your coordination and operational rigor will free leaders and engineering teams to focus on building and operating the platform that allows insurers to modernize, launch new products, and serve their customers better around the world.

About Guidewire

Guidewire is the platform P&C insurers trust to engage, innovate, and grow efficiently. We combine digital, core, analytics, and AI to deliver our platform as a cloud service. More than 540+ insurers in 40 countries, from new ventures to the largest and most complex in the world, run on Guidewire.

As a partner to our customers, we continually evolve to enable their success. We are proud of our unparalleled implementation track record with 1600+ successful projects, supported by the largest R&D team and partner ecosystem in the industry. Our Marketplace provides hundreds of applications that accelerate integration, localization, and innovation.

For more information, please visit www.guidewire.com and follow us on Twitter: @Guidewire_PandC.

Guidewire Software, Inc. is proud to be an equal opportunity and affirmative action employer. We are committed to an inclusive workplace, and believe that a diversity of perspectives, abilities, and cultures is a key to our success. Qualified applicants will receive consideration without regard to race, color, ancestry, religion, sex, national origin, citizenship, marital status, age, sexual orientation, gender identity, gender expression, veteran status, or disability. All offers are contingent upon passing a criminal history and other background checks where it's applicable to the position.