Overview
Admin Assistant Jobs in Pune Division, Maharashtra, India at Škoda Auto Volkswagen India Private Limited
Title: Admin Assistant
Company: Škoda Auto Volkswagen India Private Limited
Location: Pune Division, Maharashtra, India
Position Name: Executive Assistant of VP and EX HOD
Reporting Position: VP TCP & EX 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 & EX 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 EX department for various central activities (meetings, workshops, stationary, etc.)
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 and EX 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 & EX 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 & EX 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 & EX 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 & EX 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 EX department monthly
Support to EX department for various central activities (meetings, workshops, stationary, etc.)
Financial & Procurement Activities
Creation of GRN for TCP E and EX 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
