Dm ea

**Role purpose**:

- The incumbent will play a key role in assisting the Head of HR Operations India through seamless execution of all administrative and secretarial activities.
- The role holder would be expected to manage calendar, coordinate with admin and travel desk in making travel arrangements (Domestic & International), ensure seamless visitor management, assist in coordinating meetings and reviews and track minutes etc.
- The incumbent is expected to enable the RM to focus on core activities by supporting in administration and organizational tasks, governance functions and record keeping.
- The incumbent is also expected to connect and coordinate with the EA community across _VOIS and group and ensure effective and seamless support for RM.

**Key accountabilities and decision ownership**:

- Calendar Management:
- Effective Calendar Management ensuring zero conflicts in meeting scheduling.
- Developing and maintaining professional communications internally and externally

Travel Arrangements:

- Make arrangements including booking of meetings, preparing of agendas, issue of tickets, visa foreign exchange etc.
- Effective co-ordination of business trips (domestic & international) including itinerary preparation, meeting schedules, preparation of agenda etc.
- Co-ordination with admin department for various requirements.

Visitor Management:

- Ensure smooth visitor management end to end.
- Co-ordination with various departments for visits of key stakeholders.
- Prepare, edit & distribute itineraries, letters, memos and meeting minutes and keep track of events and meetings.
- Support in claim preparation, travel co-ordination as and when required.
- Send pre-reads to key stakeholders as per specified timelines

Meetings:

- Effective organization support that includes meeting set up, collection of data, prepare or gather pre-read, Reports and analytics, power-point preparation, room booking, catering arrangements, effective signature, approval process for expenses, etc.
- Provide the secretariat function for the primary Governance & Operational meetings, including agendas and minutes etc.
- Capturing Minutes of Meetings and follow-up on actions, call over for the Leadership Team and direct reports
- Prepare and update documents, reports, charts, presentations and action logs
- Create database and MIS required for weekly and monthly governance forums

Internal Communication:

- Newsletters, important messages during the year to be sent from executive’s desk
- Events related to Employees and Customers
- Any specific projects with reference to Communications
- Establish a strong collaboration with other _VOIS departments and external teams including EA’s to Global Heads
- Organize Team events and key visitor support during their visit

**Core competencies, knowledge and experience**:

- Strong drive and result oriented
- Excellent Communication skills
- Confident and able to push back
- Appetite to learn quick
- Decisive and pragmatic
- Resilient and able to navigate complex situations

**Must have technical and professional**:

- Number of years of experience required 4 plus years
- Minimum of a Graduation
- Adept at using MS Office - Power-point, Word, Excel, Teams etc.

**Key performance indicators**:

- Successful support to the executive in key responsibility areas identified
- Strong working relationships within the executive’s DR group as well as key functionaries and their EAs across VOIS