Business Area Assistant at NTT Ltd.

Working at NTT

• Support Administrators take their instructions from one or more senior managers in a functional team, operating in a low complexity environment. They may require a certain level of specialization relevant to the team which they support, for example, legal or risk.
• The primary responsibility of the position is to provide general administrative and secretarial support to one or more senior managers in a functional team in support of specific projects and/or coordination and implementation of office procedures.

Key Roles and Responsibilities:

• Provide a complete secretarial and administrative support function with limited or no guidance.
• Manage and coordinate electronic diary and schedule commitments to ensure maximization of the manager’s time efficiency, including the management of travel itineraries for domestic and international travel.
• Record, produce and distribute minutes of management meetings and follow up on outstanding items.
• Prepare meeting agendas, arrange meeting logistics and facilities as required.
• Draft letters and correspondence and prepare reports and statistical information ensuring distribution to the relevant internal stakeholders.
• Manage hard copy and electronic files and records and maintain an adequate filing system.
• Maintain the flow of information to internal and external stakeholders
• Maintain office supply inventory and other additional supplies as needed.
• Prepare, complete and distribute the relevant management reports.
• Prepare and create presentations, spreadsheets and databases as required.
• Process incoming and outgoing mail and facsimile, by sorting and distributing to the relevant individuals.
• Answer and screen telephone calls and respond to and resolve any queries or escalate complex queries to the relevant individual.

Secretarial Services:

• Manages calendar and diary commitments.
• Receives, makes, refers or finalises telephonic enquiries on behalf of the manager
• Advises manager on accepting/declining engagements and meeting requests.
• Answers call and handles queries, escalating when necessary
• Prepares correspondence
• Liaises with staff
• Scrutinizes written submissions/reports and makes notes and/or recommendations
• Performs advanced typing work
• Ensures all templates are current and being appropriately utilised
• Responds to enquiries received and clarifies instructions and notes as per instructions.
• Files and ensures safekeeping of all confidential documents.
• Records minutes of meetings
• Prepares presentations for delivery

Event Co-ordination:

• Researches appropriate venues for events
• Produces project check list for each event and manages against these requirements
• Provides accurate specifications to suppliers to meet event requirements
• Negotiates and manages payments to suppliers
• Co-ordinates logistical arrangements for meetings.
• Works within the budget provided

Travel Co-ordination:

• Organizes complex travel arrangements, working with travel partners and  working within a budget
• Ensures all aspects of travel management are handled effectively and in keeping with budgetary and policy requirements.
• Provides support to visiting managers
• Ensure that travel arrangements are well coordinated.
• Prepares complex travel itineraries

Knowledge, Skills, and Attributes:

• Good verbal and written communication skills
• Good interpersonal skills
• Able to cope well under pressure and well organized individuals
• Demonstrate a positive attitude
• Good attention to detail
• Display a level of integrity
• Advance Excel Skills

Academic Qualifications and Certifications:

• BCom Degree

Required Experience:

• Demonstrable working experience in a related environment
• What will make you a good fit for the role?

Standard career level descriptor for job level:

•  Uses skills and policies to complete work
•  Work is semi-routine
•  Occasionally deviates from routine
•  Can complete own routine work
•  Gets instructions on new work only
•  Typically requires moderate level of related experience