Executive Administrator

Job description / Role

Honeywell Automation and Control Solutions (ACS) is a $15.9 billion global business that is increasing the productivity of people at work, and the safety, security and energy efficiency of our homes, buildings, and industrial plants around the world. Honeywell environmental controls, life safety, security, sensing, scanning, and mobility products, as well as building and process solutions, are at work in homes, buildings, industrial facilities, and public and private facilities around the world.

Honeywell Life Safety (HLS) is part of Automation and Control Solutions (ACS), a $15.9 billion strategic business group of Honeywell. HLS innovates to protect and save lives worldwide every day. It is a global leader in many growing industries, including commercial and industrial fire systems, emergency communications systems, smoke and gas detection, personal protective equipment (PPE), and home and hospital patient monitoring. Its quality products, integrated system solutions, and services make life safer, more comfortable, more secure and more productive in every corner of the world. You can find leading-edge HLS technology in the products, software, and solutions all around you, including at airports, hotels, healthcare institutions, business centers, stadiums, industries, and schools.

Responsibilities:

Diary management and business planning to for all upcoming internal and external business and customer meetings, to include appropriate planning such as flights, hotels, car hire, visas, meeting confirmations, travel documents and itineraries etc.
Diary management including a rolling 12 month planning system for all direct reports and employees for key recurring meetings such as the Exec SIOP and Leadership meetings as well as one off events such as trade shows and conferences.
Provide support for key customer and VIP visits into the region including visas, hotels, chauffer services, meet and greet services.
Coordinate monthly business review calls with all regional management teams, set up call details, team rooms, presentation templates, data and monthly report consolidation and agenda’s as required.
Manage projects and carry out background research on customers, markets and industry trends in support of any business initiative or requirement.
In conjunction with Marcomms and other regional Exec Assistants organize regular staff communication meetings to be hosted by the Business Leader and other senior managers.
Produce regular communication bulletins with input from all regions and coordinate any internal communications from the Business Leader through e mail, the web site or social media platforms.
On behalf of the Business Leader handle letters, faxes, e-mails and general incoming and outgoing correspondence as required.
Produce high quality business orientated presentations and reports for the monthly EMEAI IBP reviews.
Provide support on all personal matters such as family visas, ID cards, passport renewals, business visas as well as handle business expense claims.
In conjunction with the regional HR teams maintain organisation charts along with planned and open hiring requests, open requisitions and HC status across the business.
Be the lead coordinator for the MEA account opening process ensuring that all documentation is completed by the sales team for final approval by the business leader. To include follow up actions from other departments and introductory welcome pack from the business.
Provide regular reports from SalesForce.com on sales activity, forecasts, pipelines new opportunities, lead follow ups, customer data accuracy etc. Create reports as required which will typically be by region, brand and sales team.
In conjunction with the Sales Leaders ensure that all forecasts are kept up to date and ready for submission as part of the monthly SIOP Demand review. Organize monthly sales reviews with the Sales Leaders and Sales reviews with each team quarterly.
Manage the Distribution Agreements process including the amendment and renewal of agreements, in conjunction with legal, as required. Maintain a database of all agreements and side letters on the web site and on the legal contracts database. Ensure that all customers have current and valid agreements and chase up those that are outstanding.
In conjunction with finance provide offline monthly sales reports which will typically be by region, brand, sales person and sales team. Also generate sales data and reports for budget planning purposes.
Maintain holiday and sickness records by working with the management team and HR to ensure that each department has sufficient cover and that all records are kept up to date.
In conjunction with HR and finance administer the employee recognition programs including the quarterly Bravo program.
Manage key files and records relative to the Business Leader and the Leadership team.
Provide support to other teams as and when required.

Requirements

University degree ideally in a business related field.
Fluent in Russian required.
Recognised job specific qualifications and training.
Minimum 5 years in a senior PA or EA role working at the CEO/MD level.
Experience of supporting a senior management team.
Experience of working for a Western multi-national company preferred.
Experience of working within a sales environment and dealing with sales teams.
High competence in standard PC based applications including e mail, diary management (Outlook) and file sharing
Should have excellent Word and PowerPoint skills.
Excellent English language skills.
Working knowledge of Excel required – should be able to produce standard documents and charts
Experience of using ERP based systems
Database management experience advantageous
Experience of CRM systems advantageous
Competent use of e-mail and the Internet.
Professional attitude with a “can do” approach and a right first time, on time, mentality.
Highly organised with excellent time management skills
Calm demeanour but also able to work to tight deadlines and still exercise good judgement.
Pro-active team member, prepared to help drive results and follow up on outstanding actions and issues.
High standard of personal presentation
Highly competent English language written and presentation skills with attention to detail.
Strong communication skills and the ability to interact with people at all levels inside and outside of the business
Prepared to work flexible hours in order to provide support to the Business Leader whilst travelling.
Highly dependable and trustworthy and able to manage conflicting priorities and deadlines.
Self aware learner able to work under own initiative.
High-level English business language skills required
Working knowledge of Arabic, German and/or French advantageous.

About the Company

Honeywell (NYSE: HON) is a Fortune 100 company that invents and manufactures technologies to address tough challenges linked to global megatrends such as safety, security, and energy. With approximately 122,000 employees worldwide, including 19,000 engineers and scientists, we have an unrelenting focus on quality, delivery, value, and technology in everything we make and do.