Job Description

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

Vodafone is committed to attracting, developing and retaining the very best people by offering a motivating and inclusive workplace in which talent is truly recognised and rewarded. We are committed to promoting Inclusion for All with the belief that diversity plays an important role in the success of our business. We actively encourage everyone to consider becoming a part of our journey.

Vodafone