Kaiāwhina Matua | Executive Assistant

• Are you looking for a fixed-term part-time role that leverages your excellent and proactive Executive Assistant or similar experience?
• Can you prioritise tasks efficiently and effectively and thrive on a fast work pace?
• Do you have proficiency at calendar management?

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 seeking a Kaiāwhina Matua - Executive Assistant on a fixed-term, part-time (20 hours per week) basis for 12 months. We are looking for an experienced Executive Assistant or Administrator who is comfortable supporting a senior leader. This role may be perfect for you if you are looking to reduce your hours or re-enter the workforce.

At Te Herenga Waka - Victoria University of Wellington, the Tumu Maruaia - Provost supervises all academic Faculties accountable for teaching and research. The Faculty Ama - Deans and the Iho ā Kiwa - Assistant Vice-Chancellor, Pasifika report to the Tumu Maruaia - Provost, who collaborates with other members of Te Hiwa - Senior Leadership Team for a unified approach to teaching and research.

Key responsibilities:

• Manage and coordinate calendars, appointments and meetings and coordinate meeting requirements as requested.
• Prepare agendas, take minutes, and follow up on action items from meetings.
• Liaise with internal and external stakeholders on behalf of the Tumu Maruaia - Provost.
• Maintain accurate records and manage document flow.
• Arrange travel as required including booking flights, accommodation, and transportation.
• Assist in planning and logistically supporting University events and meetings as needed.
• Oversee the Provost’s budget.

Ō pūmanawa - About you

You will:

• Be a well organised, customer-focused individual who takes the initiative, and provides excellent administration support with strong attention to detail.
• Have the ability to influence and manage conflict, and demonstrate self-management skills.
• Be effective at forward planning to balance meeting deadlines and maintain a high standard of service.
• Remain calm under pressure and thrive working with a diverse range of stakeholders.

Key requirements:

• Proven experience as an Executive Assistant or in a similar administrative role.
• Capable of working efficiently with a fast-paced and self-reliant manager.
• Ability to anticipate needs and proactively address issues.
• Ability to handle multiple tasks and work under pressure, retaining a professional demeanour.
• Great time-management skills and the ability to manage multiple tasks and projects simultaneously.
• Strong organisational skills with a keen attention to detail.
• Strong written and verbal communication skills.
• Track record of cultivating and sustaining strong professional relationships, capable of collaborating efficiently with a varied community comprising academic staff, professional staff, students, contractors, and external partners.
• Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) and familiarity with calendar management platforms.

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

In this position, you will help a busy executive to manage a fast-paced work schedule. The Tumu Maruaia - Provost is mostly self-sufficient, requiring only part-time assistance. Your experience will aid in her being able to delegate administrative tasks effectively and efficiently.

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: 28 October 2024. Applications will be reviewed as they are received, and we may progress with suitable applicants prior to the application closing date. 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 Vicki Bee (vicki.bee@vuw.ac.nz). But applicants should follow all steps listed below.

Important - application steps and information

Download and complete the University Application Form, please include the position title and reference number (Kaiāwhina Matua - Executive Assistant, #2096). 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.