Executive Assistant

• Are you an experienced Executive Assistant with a track record of supporting senior leaders?
• Do you excel at diary and document management to maximise time available?
• Can you work at pace and prioritise effectively?

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.

Our core ethical values are respect, responsibility, fairness, integrity, and empathy. These core ethical values are demonstrated in our commitment to sustainability, wellbeing, inclusivity, equity, diversity, collegiality, and openness. With, and as, tangata whenua, we value Te Tiriti o Waitangi, rangatiratanga, manaakitanga, kaitiakitanga, whai mātauranga, whanaungatanga, and akoranga.

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting an Executive Assistant to join the newly formed Office of the Deputy Vice-Chancellor, Students. The Executive Assistant to the Deputy Vice-Chancellor (DVC), Students will be a permanent, full-time position.

Key Responsibilities:

• Provide proactive professional executive assistance including diary management, meeting requirements, document management, and other activities as required to contribute to the smooth running of the Office of the DVC, Students.
• Screen in-coming communications and take the appropriate action as required. Monitor and respond to emails as required and proactively prioritise upcoming events and tasks relevant to the DVC, Students.
• 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 DVC, Students.

Ō pūmanawa - About you

You will be a motivated, highly organised, customer-focused individual who takes the initiative, and provides excellent administration support with strong attention to detail. Someone who possesses excellent communication skills, an ability to influence and manage conflict, and have demonstrable self-management skills. We are looking for someone who is effective at time management and forward planning to balance meeting deadlines and maintain a high standard of service. Additionally, you can remain calm under pressure and thrive working with a diverse range of stakeholders.

Key Requirements:

• Demonstrable experience as an Executive Assistant in a large and/or complex organisation.
• Ability to manage time, prioritise, plan, handle multiple tasks and unpredictable workload, and work under pressure.
• Extensive knowledge of and experience in a range of computer applications including Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, and other Office 365 applications.
• Possess an 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.

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

The Office of the DVC, Students is a new and exciting Office for the University and will play a crucial role in supporting the student experience and journey at Te Herenga Waka | Victoria University of Wellington.

Role Description

Close Date for Vacancy: 2 October 2023

Unfortunately, applications from those without the right to work in New Zealand cannot be considered.

Contact Details for Vacancy: If you have any questions regarding this role please get in touch with Sam Duncan HR Manager, Central Service Units (Sam.Duncan@vuw.ac.nz). But applicants should follow all steps listed below.

Important - Application Steps and information

Download and complete the University Application Form.

Then, please combine your cover letter, CV, and the University Application Form into a single file (preferably in pdf format).

Click Apply Now Button at the base of the advert. 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 have any issues uploading your application, please email the completed application form, cover letter and CV to erecruit@vuw.ac.nz stating the reference number and position title from the advert in the subject line.