Job Description – Executive Assistant (Support for SCM and CF R Head) | Siemens Limited
Overview:
This role provides comprehensive administrative, travel, and project management support to senior leadership at Siemens Limited. The ideal candidate will be responsible for managing calendars, coordinating meetings, handling travel arrangements, processing expense claims, and ensuring smooth execution of key initiatives. Strong organizational skills, attention to detail, and proficiency in MS Office are essential to effectively support business operations and stakeholder coordination.
Key Responsibilities:
·Should be able to provide executive assistance to Senior Management members.
·Excellent communication skills - written / spoken, networking skills.
·Able to manage calendars / time management / handling events / travel arrangements / Short or small project management skills.
·Knowledge of SAP
·Good at Microsoft office / preparation of presentations / creating MoMs
·Should be able to manage senior management / HQ visits with detail planning and co-ordination.
·Stake holder management - for time slots / availability / rescheduling etc
·Able to handle multiple tasks with flexibility / agility and high execution speed.
1.Expense & Travel Management
·Preparation of expense claims, domestic & international travel claims, and income tax exemption & declarations for SCM and CF R Head
·Arranging domestic and international travel, including flight bookings, visa processing, hotel reservations, car arrangements, airport transfers, and forex for international travel.
·Ensuring travel arrangements are made within the timeframe to optimize costs.
·Reconciliation of Amex statements and maintaining a travel tracker.
·Keeping updated on company policies related to travel, HR, and compliance.
2.Calendar & Meeting Management
·Managing calendars, scheduling internal and external meetings, including group meetings and JF’s.
·Developing agendas for meetings and travel, distributing relevant materials in advance.
·Recording minutes of meetings, following up on key discussion points.
·Coordinating meeting logistics, including room setup, technology requirements, and catering.
·Booking meeting rooms for day-to-day meetings.
·Coordinating overseas visitors, issuing invitation letters, and assisting with hotel and car bookings.
3.Administrative & Approval Responsibilities
·Checking and approving all expense claims, domestic & international travel claims for direct reportees of SCM and CF R Head.
·Approving statutory payments, journal vouchers, purchase orders, leaves, and awards through internal Siemens’ applications
4.Event & Project Coordination
·Coordinating events related to SCM and CF R Head.
·Providing project management assistance, ensuring smooth execution of key initiatives.
·Participation in core meetings, minuting discussions, and ensuring topic follow-ups.
·Supporting preparation of management meetings, including creating presentation slides with inputs from relevant stakeholders.
5.Logistics & Other Responsibilities
·Maintaining accurate and organized records for official car and driver and arranging backup when required.
·Proficiency in MS Office (Excel, PowerPoint, Word, Outlook, etc.) for data management, reporting, and presentations.
Key Requirements:
