Level 10ST LEONARDSAUSTRALIA2065 +61 2 9928 6800+61 2 9439 6580 http://www.ndy.com NDY MANAGEMENT PTY LIMITEDACN 003 234 571ABN 76 117 642 471QUALITY ENDORSED COMPANY ISO 9001 LIC 1608/01 STANDARDS AUSTRALIA `^
JOB DESCRIPTION
Employee: Position: Team Assistant/Personal Assistant
Relationships Reporting to the designated Group Leader, you will liaise with other Administration Support Staff on day-to-day issues and assist the Administration group where necessary. A high level of verbal and written communication skills are essential for this role as is a positive and pro-active approach to your work. In addition to the above, you will provide direct assistance to a designated Director of the Sydney Office. The additional duties are outlined below. Job Summary Responsible for providing Administrative Assistance to the designated Team Leaders, team members and Director together in supporting key members of the group. Responsibilities and Performance Criteria Team Assistant Word processing of correspondence, spreadsheets and proposals for Group; Organisation of team promotional events; Occasional travel and accommodation research and booking when Office Manager’s PA is unavailable; Filing of general correspondence in accordance with QA procedures; Minute taking and distribution; Organisation and attendance at internal meetings and tasks with follow up; Providing administrative support to technical staff; Photocopying, scanning and binding documents such as proposals, reports, specifications and drawings; Diary Management; Vet incoming calls and action as necessary; Assist as required with major company functions e.g. catering and invites; Other general Administration duties as required; Create and upload documentation through NDY CUBE; Create and develop Frame projects reviews for i:drive and the web; Regular Frame modifications and updates to team CV’s;
1 QA scanning and filing; Support of other Administration staff and reception relief as required; Upload and transmit documents on Aconex and other external document management programs as required; Create accounts, opportunities and contacts in NDYCRM; Distribute external mail within team; and Add contacts to CUBE and MSOutlook. Assistant to Director Management and answering of phone calls, including screening; Diary and contacts management; Vet incoming calls (on occasions) and action as necessary; Liaise with other Directors’ Assistants as required; Assist in organising presentations and event coordination – internal/external; and Collate and process expenses and timesheets. Coordinate with internal and external clients to organise meetings, functions etc; and Create, modify and PDF documents for issue.
Quality Assurance Monitoring
Responsible for ensuring that NDY’s Quality System is followed in all daily activities. The required standards of performance are attained in the above when: - Adherence to Quality Assurance guidelines in accordance with AS 9001. Computer Facilities
Responsible for utilising company’s computer and IT facilities. The required standards of performance are attained in the above by: The Assistant actively utilises the company’s hardware and software computer facilities in carrying out their responsibilities. The Assistant ensures that all computer disciplines and IT policies as advised by the System Administrator are strictly followed.
Key Performance Indicators
The Assistant’s key performance indicators are: - Typing Speed - >70wpm with at least 98% accuracy Microsoft Packages - Essential MS Word – Advanced Excel** and PowerPoint** - Intermediate/Advanced
2 FrameMaker** - Desirable Workload Allocation - 70% typing with 30% administration Function Allocation - 75-80% team support with 20-25% Director’s support Experience - At least 2 years experience as a Team Assistant, or similar role Presentation - Excellent persona, interpersonal skills and presence ** NDY will provide training to achieve advanced competency levels in these applications.
Application Requirements MSWord Templates: Working with existing NDY templates to create new documents. Reformatting: Required to copy information from clients’ documents and insert into NDY documents. Occasionally document will need to be reformatted to follow the NDY template. Table of Contents: Setting up and updating. Styles: NDY templates work with bullets, alpha/numeric bullets, titles and body text etc. Images/Logos: Ability to insert pictures. Adobe Acrobat PDF documents from other software versions (i.e. MSExcel, MSWord, MSPowerPoint). Bookmarking. Amending existing PDF documents – inserting and deleting pages. MSExcel Cut and paste information between word documents and excel or between spreadsheets. Formatting spreadsheets – boarders, headers and footers etc. Basic formula creation. MSPowerPoint Master templates: Work with existing NDY templates to create new PowerPoint presentations. Creating/inserting new slides. Animation. Creating tables. Adding Images/Logos. Ability to use the drawing tools. Other Software Programs FrameMaker (creating CV’s, brochures, capability statements and proposals).
3 Smartdraw (drawing program). Google sketch up (drawing program). MS Outlook (email program) – in depth knowledge calendar, tasks and email functions. General Time Management / Multi-tasking. Ability to work within a Team Environment.
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