Secretary To Vice President

3 days ago

Pune, Maharashtra, India Tata Motors Full time ₹ 2,00,000 - ₹ 12,00,000 per year

Purpose of the Role: The role of Secretary will provide comprehensive administrative and coordination support to the HOD in TM Digital AI Labs. The position demands strong time management, organizational and communication skills to ensure smooth day-to-day operations, effective meeting coordination, and seamless follow-ups across functions and external stakeholders.

Job Responsibilities:

  1. Calendar & Time Management

  2. Manage and prioritize the calendar of the Head .

  3. Schedule meetings, appointments, and reviews with internal and external stakeholders.

  4. Ensure effective time management by optimizing daily schedules and anticipating requirements in advance.

  5. Meeting Coordination & Follow-ups

  6. Prepare and circulate meeting agendas, presentations (PPTs), and minutes of meetings (MOMs).

  7. Follow up with functional heads and teams for inputs, presentation materials, and timely closure of action points.

  8. Maintain a tracker for open items and escalate delays where required.

  9. Communication & Documentation

  10. Draft and circulate business communications such as policies, processes, and updates to internal teams and channel partners.

  11. Maintain records, MIS reports, and correspondence related to various business activities.

  12. Coordination & Compliance

  13. Coordinate within and outside the function to ensure timely completion of activities and deliverables.

  14. Raise alerts/escalations in case of non-compliance or delays in agreed timelines.

  15. Travel & Logistics Management

  16. Handle travel arrangements including flight, hotel, and cab bookings for the Head and team (as required).

  17. Manage approvals in the Quest2Travel portal and coordinate with the Admin team for bookings.
  18. Process and track travel expense reimbursements post completion of tours.

Stakeholder Profiles & Nature of Interactions:

Desired Candidate Profile:

  • Graduate in any discipline (preferably with a Secretarial or Administrative specialization).
  • 48 years of relevant experience in an administrative or executive assistant role, preferably supporting senior leadership.
  • Prior experience in a large corporate or manufacturing setup will be an added advantage.

Skills & Competencies:

  • Excellent organizational and time management skills.
  • Strong written and verbal communication abilities.
  • High attention to detail and follow-up orientation.
  • Proficiency in MS Office (Excel, PowerPoint, Outlook).
  • Experience in managing travel and approvals through Quest2Travel or similar systems.
  • Ability to maintain confidentiality and professionalism in all dealings.

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