Talent Acquisition (Hr)

Job Description - Senior Executive Assistant to Managing Director of India

The Big Picture

Howden are 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

The Executive Assistant to the MD is responsible for providing comprehensive support to Managing Director. The dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality. 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?
• Provide sophisticated calendar management for MD. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Data Analysis: responsibilities include extensive knowledge in financial analysis, forecasting, and budgeting, as well as having a clear understanding of reporting and regulatory requirements, key success factors, and performance indicators. The ability to work with colleagues and stakeholders to gain an in-depth understanding of critical business requirements and the ability to analyze Business data to deliver logical conclusion
• Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements;, and completing expense and mileage reports
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the MD, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the MD’s style and organization policy.
• Work closely with the MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the MD updated. Anticipate MD’s needs in advance of meetings, conferences, etc.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the MD and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the MD
• Work with the Leadership Team to coordinate the MD’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• 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.
• Work with MD 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 Managing Director
• Capable of working with discretion and tact in an environment exposed to a high level of sensitive and confidential information