Organizes and optimizes the time of the Department staff: deals with all the subjects within the appropriate deadlines (included professional trips, documents/files/reporting, budget monitoring).
Networking with all PM assistants wwide. Participates in the wwide assistant network and do intercultural presentations.
Be the preferential contact point for the Entity in Asia.
Travels, tickets, visas, hotels etc… for all Entity and visitors in India
Prepare the Agenda for Entity staff monthly meetings and Entity department quarterly meetings
Manage the Agenda during the Entity monthly staff meetings.
Organize, gather and update the indicators of the Entity scorecard monthly.
Organization of Quarterly communication meetings
Reward and Recognition, send everything to SP monthly
Onboarding newcomers, go through the checklist and takes all actions necessary for good onboarding.
Handle all questions for the admin staff and coordinate with other Pune assistants for all meetings.
Expenses validation for Entity staff and purchase requisitions and approving for Entity Head
Internal communication passing to all Entity
Participate in the creation of Entity letter and do the communication.
Organization chart update and information to all partners
Work with assistants of Entity in other zones to prepare all visits of our Colleagues.
Work with assistants in other zones to prepare and execute all Indian trips to other zones (Agenda, visas etc…)
Keep track of Travel budget, updated and follow vs forecasted.
Keep track of Entity Headcount monthly.
Contribute to the team dynamics.
Structure the communication session for the Entity.
Works out the Entity annual calendar taking into account all the deadlines of the Group and of the Entity.
Organizes meetings and seminars (logistics, participants and content), suggests pertinent agendas, collects all the necessary information from customers / internal partners, prepares the presentations with exactitude, takes part in the meetings as a member of the Management team, drafts and disseminates the minutes, and ensures the identified actions follow-up.
Consolidates and analyzes information necessary to the proper functioning of the entity, both internally and externally.
Initiates ad-hoc meetings according to identified needs and internal/external current topics.
Processing of requests:
Answers to internal/external requests in a timely manner, while respecting the Group’s values so as to ensure a positive image of the Group/Entity.
Manages priority, tackles emergencies while being very attentive to impacts and potential tensions to mitigate.
Management of files:
Collects pertinent information from the Entity’s teams, internal partners and any other useful source so as to prepare all the elements necessary to the activity of his/her Manager.
Manages specific issues, in compliance with the Manager.
Completes purchases and ensures by delegation a role of validation (Optional) in various fields (purchase tools/billings, travel, etc.)
Monitors the Entity’s budget. (Optional)
Animation of its assistants network:
Collects and disseminates all necessary information to the activity of the Entity assistants of the Management team world wide
Organizes and conducts meetings for exchange and regular points with his/her assistants’ team.