Executive Assistant To VP & EX HOD

Position Name:

Functional Area:

Qualification:

Years of Experience:

Location:

Purpose of the Position (Short Summary of the Role):

• Ensures the coordination of functional and organizational support to VP TCP & EX HOD
• Support for document preparation of important meetings (Board Presentations, TMM meetings, Open House, Important Visitor meetings, Workshops etc.)
• Perform administrative tasks such as arranging meetings & making protocols
• Perform administrative tasks such as travel plans, expenses, IT issues
• Maintains office operations by receiving and distributing communications
• Updating paperwork, maintaining documents

Authority:

• Authorized to take necessary approvals /signatures from VP TCP and EX HoD
• Authority to write important mails and follow up on the same, on behalf of VP TCP
• Authority to permit the utility activities such as power shut down, etc.

Skills Required:

• Communication in English
• Analytical skill
• Administrative skills
• MS Office skills

Key Responsibilities &Tasks:

• Responsible for maintenance & timely updating of the calendar for VP TCP & EX HoD. Managing the appointments, meetings & conferences as per schedule of VP TCP & EX HoD
• Ensuring the timely scheduling of meetings for VP TCP & EX HoD, ensuring the meetings rescheduled well in advance and keeping all concerned updated about the changes whenever necessary.
• Responsible for organizing the travel plan for VP TCP & EX HoD, both for domestic and international trips. Co-coordinating with other departments for getting the necessary documents & bookings in order as well as for hotel accommodations and travel services for colleagues arriving for support in the department. Travel request reimbursement in CTMS system and document submission as required.
• Ensuring the proper maintenance & updating of all confidential and important documents pertaining to the department. Ensuring proper maintenance of 5s in VP TCP cabin on regular basis.
• Organizing internal meetings, video conferences and telecons as per requirement. Coordinating with different departments of SAVWIPL, required departments of SKODA MB & VW WOB. Preparation of meeting agenda & meeting protocol and sharing to participants.
• Responsible for creation of GRN for TCP E and EX department cost center and further submission of invoices to Account department.
• Authority to write important mails and follow up on the same, on behalf of VP TCP
• Leave management for department HoDs on quarterly basis
• Responsible for preparing mail and signature posts as well as agenda file for next days meetings on regular basis
• Organization of workshops at an external source as well as follow up workshop within teams
• Coordinating for Stimmungs barometer for all departments of TCP
• Organizing stationary for the VP TCP and EX department on monthly basis.
• Organizing visa documents for consultants/colleagues coming from SKODA MB & VW WOB.
• Assisting VP & EX HoD with all administrative activities: ECM, IT issue, etc.
• Co-ordinating with HR and other departments. Taking follow-up for department and TCP level topics
• Meeting rooms calendar management, access control for department shared folder
• Organization of event at TCP level: Townhall, Team building activity & co-ordinatio
• Resource management SPOC for TCP: Additional desks requirement, Orga topics, diverse topics related to TCP.
• Preparation of important documents & presentations for management visits/ tasks
• Responsible for all the administrative activities for management visits (e.g. travel, meal, IT check, security check, etc.)
• Timesheet hours allocation for VP TCP & EX HoD