This is a seasoned role and has the primary responsibility to provide administrative support to President, Corporate and other Senior Executives within the NTT organisation and business function operations duties. This role requires in-depth knowledge of company operations, policies, and procedures and handles details of a highly confidential and critical nature. The role collects and prepares information for the Executive to use in discussions/meetings with other Executives / Senior Leadership within the organisation. This role may at time also be required to make high-level contacts of a sensitive nature inside and outside of NTT.
This role works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. This role works to resolve and assess a wide range of issues in creative ways.
Job Description
Key Roles and Responsibilities:
· Schedules and manages the Executive level appointments, meetings, and travel arrangements.
· Coordinates and prioritises 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.
· Maintains organised and easily accessible digital and physical files.
· Plans and books travel, accommodations, and transportation for the Executive's business trips.
· Creates detailed itineraries and ensures all travel logistics are smooth.
· Coordinates meetings, including setting up conference calls or video conferences, reserving meeting rooms, and arranging catering if necessary.
· Takes 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.
· Organises and coordinates events, conferences, or team-building activities as needed.
· May provide personal assistance, such as managing personal appointments or handling personal errands, as requested by the Executive.
· Supports functional department operations duties (i.e. facilitating onboarding preparation / offboarding preparation / etc).
Knowledge, Skills and Attributes:
· Ability to converse in Japanese Language is required, as such skill will be needed to better communicate across various stakeholders who are native Japanese speakers.
· 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 and a good understanding of the strategic objectives of the global business
· 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 organisational 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 find creative solutions.
· Ability to prioritise and coordinate initiatives, events or activities.
· Attention to detail is important, especially when dealing with scheduling, document preparation, and record-keeping.
· Project management skills are important to manage any special initiatives or handle complex tasks effectively.
Academic Qualifications and Certifications:
· A bachelor's degree is preferred, such as a degree in business, management, or a related field can be particularly advantageous or related equivalent level of experience.
Required Experience:
· Seasoned demonstrated experience gained within a similar role, preferably within a global organisation.
· Seasoned experience gained in an administrative or executive support role is essential.
