Rucha Kapalay

Work History

Transformation Program Specialist | Agile PMO & Enablement Lead | Strategic Partner to CXO

Redaptive, Inc

01.2023 - Current

Strategic executive partner to the COO and CTO, combining program management, agile delivery, and transformation enablement to drive crossfunctional execution and operational excellence.
Manage global calendars, travel, communications, and events for CXO-level leaders.
Ensure day-to-day alignment between executive priorities and organizational delivery.
Support high-impact decisions by driving long-term planning and managing operational execution.
Lead full project lifecycle execution-roadmaps, milestones, risk tracking, stakeholder engagement.
Act as Scrum Master for key initiatives; run sprint planning, retrospectives, and backlog reviews.
Oversee hybrid project delivery across Product, Tech, Strategy, Marketing, and Ops.
Translate strategic goals into actionable workstreams with clear deliverables and KPIs.
Coordinate across global teams, manage dependencies, and ensure visibility through regular documentation.
Champion best practices for Agile, knowledge management, and continuous improvement.
Tools & Technologies: JIRA, Confluence, Asana, MS Project, Trello, Salesforce, Tableau, Microsoft Office, Google Workspace, Slack, Zoom, NetSuite, Expensify.
Improved overall program effectiveness through comprehensive data analysis and evaluation of key performance indicators.
Developed and deepened productive community relationships to assist with defining requirements, executing plans and strengthening leadership.

Executive Assistant - Product, Marketing & Technology + Strategy & CX Teams

Redaptive, Inc

07.2022 - 03.2023

Supported CXOs across Product, Marketing, Technology, Strategy, and Customer Experience, blending high-level executive support with strategic project coordination.
Managed complex, multi-time zone calendars, prioritized meetings, and ensured optimal time allocation for CXO priorities.
Led logistics for key meetings, leadership offsites, and cross-functional events, ensuring seamless execution.
Prepared detailed agendas, meeting briefs, and stakeholder presentations.
Handled end-to-end travel coordination and expense management for domestic and international travel.
Acted as a communication gatekeeper-screened, prioritized, and responded to critical correspondence on behalf of executives.
Partnered on strategic initiatives by tracking project timelines, deliverables, and reporting progress to leadership.
Fostered internal and external stakeholder relationships, driving alignment and timely follow-ups.
Monitored industry trends to provide timely insights that supported executive planning.
Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Handled confidential and sensitive information with discretion and tact.

Senior Executive Assistant / PMO - Founder's Office

AgroStar

05.2019 - 06.2022

Served as a trusted strategic partner to AgroStar's Founders, supporting both executive operations and enterprise project execution.
Managed complex, dynamic calendars, travel, and stakeholder communications for the Founders.
Coordinated high-level meetings, board reporting, and internal communications to ensure strategic alignment.
Handled sensitive, confidential initiatives with discretion, often acting as a liaison across leadership and cross-functional teams.
Led and executed cross-functional projects and strategic initiatives across India in alignment with founder priorities.
Collaborated with internal teams to track deliverables, manage project timelines, and ensure outcomes aligned with OKRs.
Contributed to planning, research, and data analysis for product rollouts, process enhancements, and key business decisions.
Supported agile team cadences, including sprint planning and retrospectives, for ongoing operational and tech initiatives.
Assisted in drafting project charters, creating reporting dashboards, and standardizing operational procedures.
Built collaborative workflows across teams and supported internal enablement for agile adoption.
Fostered strong relationships with internal stakeholders, board members, and external partners.
Coordinated logistics for key events, offsites, and strategic sessions, ensuring seamless execution and follow-through.
Provided mentorship and coordination support to junior administrative staff and peers across locations.
Managed complex calendar scheduling with focus on proper allocation of executive availability.
Prepared meeting agendas and briefing papers for members of board of directors and executive team.

Procurement Specialist & Executive Assistant to India MD

Stantec

10.2015 - 05.2019

Managed end-to-end procurement lifecycle: vendor sourcing, quote evaluation, purchase orders, contracts, and delivery tracking.
Developed local vendor networks to reduce procurement costs and improve operational efficiency.
Created and maintained trackers for POs, work orders, AMCs, and vendor performance metrics.
Led weekly, monthly, and quarterly procurement planning and reporting to management.
Conducted vendor evaluations and implemented ABC classification based on cost, quality, and delivery timelines.
Provided executive support to the India MD, managing calendars, travel, meetings, and stakeholder communications.
Coordinated global leadership calls and prepared reports, presentations, and newsletters (RNet Edge).
Managed logistics for domestic/international visitors, conferences, and high-level leadership events.
Maintained key documentation and updates on SharePoint including org charts, skills matrices, and leadership profiles.
Supported cross-functional alignment by scheduling and facilitating internal and global-level interactions.
Tracked purchase orders and followed up with vendors and carriers to support timely deliveries.
Developed and maintained detailed records of all procurement activities for accurate tracking and reporting purposes.

Executive Assistant to Managing Director & Director of Operations

Avaya India P Limited

10.2008 - 10.2009

Provided high-level executive and operational support to the Managing Director and Director of Operations, ensuring seamless administrative coordination, stakeholder alignment, and organizational efficiency.
Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
Oversaw daily operations and priorities for the MD, including calendar management, stakeholder engagement, and task follow-ups.
Coordinated internal and external meetings across global time zones, including agenda prep, scheduling, and logistics.
Managed domestic and international travel including visas, insurance, forex, and accommodations.
Handled executive correspondence, reports, and follow-ups, ensuring timely communication and task completion.
Supported quarterly budgeting, vendor coordination, and procurement reporting for the MD's office.
Maintained expense reports, vendor payments, and office imprest accounts.
Organized global leadership visits, town halls, and conferences-owning logistics end to end.
Attended leadership meetings, captured action items, and ensured timely closure of critical tasks.
Designed presentations, reports, and dashboards for senior leadership reviews.
Served as a key liaison between the MD's office and department heads to ensure alignment and execution.
Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.

Executive Assistant to President - Telecom Infrastructure Business

GTL Infrastructure

03.2006 - 09.2007

Supported the President of GTL's Telecom Infrastructure business through a blend of executive assistance, project coordination, vendor management, and cross-functional operations.
Managed daily schedules, correspondence, and end-to-end travel logistics (domestic & international) for the President.
Acted as liaison between the President and internal teams, senior managers, and external stakeholders, including DoT, COAI, and TRAI.
Coordinated leadership meetings, business reviews, and high-level presentations.
Supported all-India project tracking by gathering daily operational updates from regional branches.
Maintained quarterly budgets, expense reports, and admin trackers for the President's office.
Organized business conferences and leadership offsites, managing logistics and communication.
Oversaw vendor coordination, procurement, and cost negotiation for office services and travel requirements.
Processed payments, maintained imprest accounts, and ensured timely follow-ups for office operations.
Prepared structured weekly/monthly meeting schedules and internal reports for review.

Executive Secretary to Executive Vice President and Chief Technical Officer

Vodafone (Previously known as BPL Mobile Cellular Ltd)

07.2003 - 02.2006

Provided high-level administrative, operational, and project support to the EVP & CTO, ensuring seamless coordination across India's telecom infrastructure and regulatory landscape.
Managed complex calendars, correspondence, meetings, and daily operations for the CTO.
Coordinated travel arrangements (domestic and international), expense reports, reimbursements, and vendor billing.
Acted as liaison with DoT, COAI, and TRAI on network-related issues and compliance.
Facilitated correspondence and reporting with functional heads across telecom circles.
Supported national-level project tracking by collecting updates from regional teams and presenting summaries to the CTO.
Managed weekly/monthly meetings, agendas, and structured reporting for project and operational reviews.
Negotiated with vendors for travel, event, and office procurement needs.
Organized high-level business conferences including venue selection, agenda planning, and full logistical execution.
Organized and updated schedules for executives.
Coordinated travel arrangements and bookings for executive staff.

Secretary to Centre Head

APTECH Computer Education (Pune Hadapsar Franchisee - Shriniwas Enterprises)

05.2002 - 06.2003

Managed day-to-day administrative operations of the training center, acting as the primary point of contact between students and management.
Oversaw front-desk operations including EPABX, visitor coordination, and office correspondence.
Supported academic administration, fee collection, and scheduling.
Coordinated student placements and liaised with recruiters for campus drives.
Ensured smooth student-center communication and resolved queries promptly.
Maintained daily report documents, memos and invoices.
Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.

Summary

Overview

Work History

Transformation Program Specialist | Agile PMO & Enablement Lead | Strategic Partner to CXO

Executive Assistant - Product, Marketing & Technology + Strategy & CX Teams

Senior Executive Assistant / PMO - Founder's Office

Procurement Specialist & Executive Assistant to India MD

Executive Assistant to Managing Director & Director of Operations

Executive Assistant to President - Telecom Infrastructure Business

Executive Secretary to Executive Vice President and Chief Technical Officer

Secretary to Centre Head

Education

Postgraduate Degree - Business Administration and Management

Bachelor of Business Administration - BBA - Business Administration and Management, General

Associate Degree - Business/Commerce, General

High School Diploma - Commerce

Skills

Certification

Awards

Work Availability

Timeline

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