Kaiāwhina Matua | Executive Assistant

• 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?

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.

Role Description - Click here to see further information, including salary details. If this link is not available, click 'apply' to view this on the University career's page.

Close date for vacancy: 20 June 2025. We can only consider applicants who are citizens or residents of New Zealand or Australia or on a current working visa. Applications will be reviewed as they are received, and we may progress with suitable applicants prior to the application closing date. Applications from recruitment agencies are not accepted.

Contact details for vacancy: If you have any questions regarding this role please get in touch with Kerry Wyatt ([email protected]).

About Us

Mō Te Herenga Waka - About Our University

Te Herenga Waka - Victoria University of Wellington is renowned for its high-quality research and exceptional teaching. We attract people from around the world. Our university campus spans Te Whanganui-a-Tara Wellington - the creative, scientific and political centre of Aotearoa New Zealand - and our students thrive on the connections we have made here.

Explore the many benefits of working at Te Herenga Waka - Victoria University of Wellington. Find out where you fit in our strategic direction and learn more about our research expertise.