2021-16034 – Executive Assistant M/F

  • CDI
  • N'importe où
  • Publié il y a 2 mois

Regular/Temporary : Regular
Position description :
1. Assistance to Region India Senior HR Director & Group :
i. Maintain Country HR Head’s calendar
ii. Organize & Maintaining records of confidential & non-confidential data
iii. Consolidate & Prepare Presentations for HR Corp Mgmt, etc.
iv. Manage Approvals & arrange: Meeting Rooms, Cabbies, Biz Crds, Leaves
v. Internal Recognitions – Regular appreciation cards, Quarterly & Long-Term Service
vi. Plan & Organize : Team Sync-Up Meets, Operation reviews, Workshops, Internal Meets, Team Events/Outings/Get-togethers
vii. documentation of PPT Slides, MOM Circulation, Action tracking, etc.
viii. Other imp doc consolidation like POS, Process Flowcharts, etc.

2. Delegate to HR Head :
i. Invoice Approvals 
ii. Approval of Purchase Requisitions, Shopping Carts, etc.
iii. T&E Claims submitted by employees
iv. Validate & maintain details of all Non T&E Claims (Candidate Travel, Referral Bonus, Notice Period Payout, etc.)

3. Purchases & Payments :
i. Purchase Requisitions in SAP : Raising requests in SAP, ensuring all documents & details are in place to avoid any bottlenecks during approval cycle/rejections, Checking request status from time to time & updating users
ii. Service Contracts : Assist Team to secure all approvals for Contract Logs and address any process-related queries
iii. Petty Cash Management
iv. Assist in Budget preparation, consolidation & review–Qtrly & Annually

4. Asset Management :
i. Ensure timely support/replacement of the office equipment for team
ii. Proactive check on any reqmnts
iii.Maintain eqmnt inventory for immediate solution
iv.Maintain Dept asset list at any point

5. Reports :
i. Quarterly Asset Report
ii. Expense Report vs Budget
iii. Others

6. Travel :
i. Assist team members with pre-travel arrangements, viz. TAR submission, approval, visa application
ii. Invites & covering letters for Team
iii. Timely signatures on employee Visa Covering Letters and other letters pertaining to travel
iv. Timely submission of travel claims & cross-charging procedure
v. Hotel bookings, cab arrangement

7.India Intranet :
i. Assist all Key Users at Site with updates, queries, ideas
ii. Ensure Up-to-date info ion Intranet
iii. Revisit HR Webpages half-yrly with all domains to ensure updated & renewed info on all HR sub-webpages

8. HR Branding :
i. Identify ways to connect HR Team with the Site 
ii. Manage HR Interaction Day, VoP Survey
iv. Plan, Schedule & Organize sessions of ‘Leveraging HR’
v.  Conceptualize & create ‘HR Sense’
vi. Compile, Design Annual ‘HR Mag’

9. Creative Aid to Team :
i. Design Theme-based Annual Diaries distributed to employee
ii. Support Team:Organize Awards for Recognitions, etc.
iii. Design Certificates for Trngs, long svc, special events
iv. Support HR Site events 
v. Create posts for intl/extl HR campaigns
vi. Design, procure gifts/mementos/trophies for Spl Guests

– Excellent Communication Skills – Spoken & Written
– Organizing Skills & Detail Orientation
– Advanced MS Powerpoint & Excel
– High level of Interpersonal & Assertiveness Skills
– Prioritization & Proactivity
– Confidentiality & Integrity
– Time Management
– Qualification in Secretarial Practice is a plus
– Professional Presence
– Creative mindset & Problem solving approach
Education level required : 4 – Bachelor degree
Language / Level :
English : 3- Advanced


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