Kai|whina Matua | Executive Assistant

Kaiāwhina Matua | Executive Assistant
View all jobs
Kelburn, Wellington
PA, EA Secretarial (Administration Office Support)
Full time
$63,264 to $87,831 per annum
Posted 6h ago

Can you work at pace and prioritise effectively?
Have you got a track record of supporting senior leaders?
Do you excel at time and document management to maximise results?

Mō Te Herenga Waka - About Our University

Te Herenga Waka - Victoria University of Wellington is a global-civic university with our marae at our heart. This iho draws off our heritage and is further defined by our tūrangawaewae, in particular Wellington, Aotearoa, and the Asia-Pacific, all of which are expressed in our position as Aotearoa New Zealand's globally ranked capital city university.

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting a Kaiāwhina Matua - Executive Assistant on a permanent, full-time contract. This superstar will support the Toi Ōhanga - Chief Operating Officer with the operations of their office.

Key responsibilities:

Establish and maintain the operational pulse of the Office of the Toi Ōhanga - Chief Operating Officer by providing proactive professional executive assistance including complex scheduling and diary management, meeting requirements, document management, and other activities as required to contribute to the smooth running of the office.
Manage and proactively prioritise phone calls, emails and meeting requests on behalf of the Toi Ōhanga - Chief Operating Officer, ensuring all priorities are identified and urgent issues brought to their attention.
Coordinate meeting requirements as requested, including preparing and distributing agendas, taking minutes, and maintaining action lists from meetings.
Maintain effective electronic and paper document management systems and procedures to enable quick access to information.
Provide coordination and support at events, functions, workshops, and meetings hosted or chaired by the Toi Ōhanga - Chief Operating Officer.
Financial management and procurement.

Ō pūmanawa - About you

The ideal candidate will:

Be a motivated, highly organised, and customer-focused individual.
Provide excellent administration support with strong attention to detail.
Possess excellent communication skills.
Have an ability to influence and manage conflict.
Have demonstrable self-management skills.
Be effective at time management and forward planning to balance meeting deadlines.
Maintain a high standard of service.
Remain calm under pressure.
Thrive working with a diverse range of stakeholders.

Key requirements:

Demonstrable experience as a key support in a large and/or complex organisation.
High level of organisational ability, with competence in time management, prioritisation, and planning.
Ability to handle multiple tasks and an unpredictable workload, and work under pressure retaining a professional demeanour.
Extensive knowledge of and experience in a range of computer applications including Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, and other Office 365 applications.
Possess excellent attention to detail.
Experience building and maintaining excellent working relationships, with the ability to work effectively with a diverse community, including academic staff, students, contractors, and external stakeholders.
Excellent written and oral communication skills.
Experienced in maintaining effective document records and information storage including Outlook, SharePoint, Internet, and Intranet, or similar.
Financial management and procurement experience.

Ētahi kōrero hai āwhina i a koe - Why you should join our team

Supporting the Toi Ōhanga - Chief Operating Officer, you will play a crucial role in supporting Te Hiwa - Senior Leadership Team at Te Herenga Waka - Victoria University of Wellington.

There are many benefits to working at Te Herenga Waka - Victoria University of Wellington, including being part of New Zealand's top research university.

Role description - Click here to see further information, including salary

Close date for vacancy: 21 October 2024. We can only consider applicants who are citizens or residents of New Zealand or Australia or on a current working visa. Applications from recruitment agencies are not accepted.

Contact details for vacancy: If you have any questions regarding this role please get in touch with Vicky Boswell (vicky.boswell@vuw.ac.nz). But applicants should follow all steps listed below.

Important - Application Steps and Information

Download and complete the University Application Form, (Kaiāwhina Matua - Executive Assistant, #2001). Then, please combine your cover letter, CV and the University Application Form into a single file (preferably in pdf format). Click Apply and follow the process to enter your contact details and attach your combined file (CV, cover letter and the University Application Form) using the "CV/Resume" button.

If you are unable to combine your documents or have further supporting documents, please email these to erecruit@vuw.ac.nz stating the reference number and position title from the advert in the subject line.
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