Admin Assistant

Position Name: Executive Assistant of VP and EX HOD

Reporting Position: VP TCP & E0 HOD

Qualification: Bachelor’s degree/MBA/Relevant degree

Years of Experience: 10- 15 Years

Location: Pune

Purpose Of The Position (Short Summary Of The Role)

• Ensures the coordination of functional and organizational support to VP TCP & E0 HOD
• 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
• Support to E0 department for various central activities (meetings, workshops, stationary, etc.)
  
  

Authority

• Authorized to take necessary approvals /signatures from VP TCP and E0 HoD
• Authority to write important mails and follow up on the same, on behalf of VP TCP and E0 HoD
• Authority to permit the utility activities such as power shut down, etc.
  
  

Skills Required

• Communication in English
• Analytical skills, Decision making
• Administrative skills,
• MS Office skills, Financial management
• Self & time management, Multitasking
• Discretion & Confidentiality
  
  

Key Responsibilities &Tasks

Technical & Operational Support

Assist in preparation of technical reports, presentations and documentation.

Support in tracking the status of various technical topics, schedule and coordinates reviews.

Coordinate with internal teams and external partners for technical inputs and updates.

Maintain and update technical databases and shared folders.

Calendar & Schedule Management

Maintenance and timely updating of calendar for VP TCP & E0 HoD.

Managing appointments, meetings, and conferences

Timely scheduling and rescheduling of meetings, with updates to all concerned.

Meeting room calendar management.

Travel Coordination

Organizing domestic and international travel plans for VP TCP & E0 HoD

Coordinating with departments for travel documents, bookings, hotel accommodations.

Travel request reimbursement in CTMS system and document submission.

Organizing visa documents for consultants/colleagues from SKODA MB & VW WOB.

Administrative arrangements for management visits (travel, meals, IT, security).

Document & Information Management

Maintenance and updating of confidential and important departmental documents.

Preparation of important documents and presentations for management visits/tasks.

Leave management for department HoDs on a quarterly basis.

Timesheet hours allocation for VP TCP & E0 HoD.

Access control for department shared folder.

Meeting & Event Coordination

Organizing internal meetings, video conferences, etc.

Coordination with SAVWIPL, SKODA MB, and VW WOB departments.

Preparation and sharing of meeting agendas and protocols.

Organization of workshops (external and internal follow-ups).

Organization and execution of TCP-level events: Townhall, team-building activities.

Administrative Support

Assisting VP & E0 HoD with ECM, IT issues, and other administrative activities.

Coordination with HR and other departments for follow-ups.

Authority to write and follow up on important mails on behalf of VP TCP

Preparing mail and signature posts, agenda files for next day’s meetings.

Ensuring 5S maintenance in VP TCP cabin.

Organizing stationary for VP TCP and E0 department monthly

Support to E0 department for various central activities (meetings, workshops, stationary, etc.)

Financial & Procurement Activities

Creation of GRN for TCP E and E0 department cost center.

Submission of invoices to Accounts department.

Departmental Coordination & Resource Management

Coordination for Stimmung’s barometer across TCP departments.

Resource management SPOC for TCP: Desks, organizational topics, diverse TCP-related

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