Executive Assistant

Join a company that is pushing the boundaries of what is possible. We are renowned for our technical excellence and leading innovations, and for making a difference to our clients and society. Our workplace embraces diversity and inclusion – it's a place where you can grow, belong and thrive.

NTT DATA is looking for an Executive assistant to support two senior business leaders in Australia.

As the Executive Assistant you will provide administrative support, prepare information for the Executive to use in discussions/meetings with other Executives or Senior Leadership within the organization and may at times also be required to make high-level contacts of a sensitive nature inside and outside of the organization. You will also manage meeting and travel arrangements.

Key responsibilities:

• Schedules and manages the Executive level appointments, meetings, and travel arrangements.
• Coordinates and prioritizes Executive's daily schedule, ensuring they are well-prepared for each engagement.
• Serves as a gatekeeper for phone calls and visitors, screening and directing them as needed.
• Prepares and edits documents, reports, and presentations on behalf of Executive.
• Maintains organized and easily accessible digital and physical files.
• Creates detailed itineraries and ensures all travel logistics are smooth.
• May be required to take meeting minutes and follow up on action items.
• Tracks and manages expenses, including preparing and submitting expense reports on behalf of the Executive.
• Assists in managing special projects, conducting research, and providing administrative support for various initiatives.
• Interfaces with internal and external stakeholders, including clients, employees, and other executives on behalf of the Executive.
• Maintains strict confidentiality regarding sensitive information and conversations.
• Organizes and coordinates events, conferences, or team-building activities as needed.
• Performs ad hoc related tasks as required.

To thrive in this role, you need to have:

• Experience in supporting executives in a global organization.
• Excellent written and verbal communication skills are crucial for conveying information, managing correspondence, and liaising with internal and external stakeholders.
• Excellent interpersonal skills with a demonstrated proactive approach to work.
• Ability to efficiently manage own time and that of the executive's time to ensure all commitments are met and deadlines are upheld is critical.
• Strong organizational skills are a must for managing the executive's schedule, coordinating meetings, and handling logistics.
• Ability to display the required level of confidentiality, discretion and professionalism when dealing with sensitive information.
• Ability to handle unexpected issues and finding creative solutions.
• Ability to prioritize and coordinate initiatives, events or activities.
• High attention to detail especially when dealing with scheduling, document preparation, and record-keeping.
• Advanced proficiency with MS Outlook, Word, Excel and PowerPoint.
• Must be able to work within the Australia time zone.

Academic qualifications and certifications:

• A bachelor's degree is preferred, such as a degree in business, management, or a related field.