Sr.Executive Assistant Administration
Howden
Pune, India
6d ago

The Big Picture :

Howden is a global engineering business who focus on providing clients with industrial products that help multiple sectors improve their everyday processes.

Howden’s core focus is on providing quality solutions for air and gas handling, and have over a century of experience in doing so.

This position provides assistance to high-level executives within a company and is often trusted with complex duties and sensitive information.

In addition to General Administrative work, the Senior Executive Assistant’s main duties include scheduling meetings, organizing daily calendars, preparing reports, filing and organizing documents, recording meeting minutes, and performing basic bookkeeping tasks.

To be successful in this role, you should be proactive, meet deadlines and communicate effectively.

What needs to be done?

The Executive Assistant will be accountable for performing a number of administrative duties, is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment.

Coordination

Work with the Sales & AFM team to help manage meetings including helping set the agenda of management team meetings and off-sites, and all associate meetings

Manage complex calendaring, travel schedule, team off-sites, other events, coordinating meeting room setup, ordering catering, and all communication related to meetings, conference calls, event planning, etc.

Prepare and partake in key meetings by creating presentation materials, taking meeting notes and driving meeting action items

Serve as primary communications contact for the Office of the Director Sales & AFM

Communications and Liaison

Provide a bridge for smooth communication between the Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff

Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, correspondence, by Editing and completing first drafts for written communications to internal / external stake holders

Any and other tasks that facilitate the Director Sales & AFM ability to effectively lead the company

Maintain an organized filing system of paper and electronic documents

Prioritize work by considering its risk, importance, urgency, and potential business implications

Capable of working with discretion and tact in an environment exposed to a high level of sensitive and confidential information

Comply with Howden Values & Code of Conduct

Reporting

Works closely and effectively with the Director Sales & AFM to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Director Sales & AFM updated.

Prepare internal and external corporate documents for team members and Customers.

Track and assist with reporting requirements of the Company

Coordinate within the sales team to collect data related to Project wins & Strategic initiatives & prepare monthly sales reports and presentations & share the team achievements on internal communication channels

Other Administrative Works

Perform administrative and office support, such as spreadsheet creation, creating documents, Sox compliance etc.

Arrange corporate events to take place outside of the work place, such as Sales Conference, Meetings, Corporate events, exhibitions etc.

Making travel arrangements and detailed travel itineraries

Prepare, maintain and submit administration expense reports and reimbursement requests

Schedule meetings and appointments and manage travel itineraries

What do you need to bring? Required skills, knowledge & behaviours

Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role

Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software

Familiarity with online calendars and cloud systems

Proficiency in collaboration and delegation of duties

Strong organizational, project management and problem-solving skills

Exceptional interpersonal skills with an outstanding ability to interact on behalf of the Director Sales & AFM

Strong communication skills (via phone, email and in-person)

Bachelor’s degree and or Post graduation; additional qualifications as Personal Assistant or Secretary are a plus

Has a logical understanding in interpreting MIS to give a brief update to management

Enthusiastic and a quick learner

Ability to handle sensitive information with the highest degree of integrity & confidentiality

Handle multiple tasks while being flexible as priorities and focus can change rapidly.

What Will You Get in Return?

You will have the opportunity to work for a global engineering organisation in a challenging and dynamic role with great development opportunities.

We offer a competitive salary along with a great benefits package.

The advantages of working at Howden :

Worldwide business Liaise with our colleagues in 27 countries.

We offer global and local opportunities 6000 employees and world leading engineers, who create cutting edge developments You will be a part of over 160 years of innovation and development that continues today with our digital solutions.

At Howden we have a strong corporate identity and purpose You will be a member of our team, shaping the future of the world and tackling some of the most pressing issues facing the planet.

Our products and organisation are Revolving Around You Our culture promotes individual development to enhance our most important asset our people

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