Kaiāwhina Matua | Executive Assistant
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Job Location:
Wellington - New Zealand
Monthly Salary:
Not Disclosed
Posted on:
3 hours ago
Vacancies:
1 Vacancy
Department:
Job Summary
- Do you have proven experience in office administration and management
- Can you effectively build relationships and manage complex workflows with calm professionalism
- Are you an organised proactive problem-solver who excels in supporting senior leaders and thrives in a fast-paced environment
Kōrero mō te tūranga - About the role
Te Herenga Waka - Victoria University of Wellington is currently recruiting a Kaiāwhina Matua - Executive Assistant to support the Manutaki - Director in the Takitoru - Communications Marketing & Digital Engagement Group. This is a permanent full-time role at the heart of one of the Universitys busiest and most outward-facing portfolios.
Following a reorganisation to form an integrated team we are excited to announce several key roles. The newly formed Takitoru - Communications Marketing and Digital Engagement Group will play a pivotal role in enhancing the Universitys reputation and supporting its strategic goals through targeted innovative and effective communications and marketing. This newly formed group will foster greater collaboration unified messaging and enhanced creativity to engage our many audiences.
As the Kaiāwhina Matua - Executive Assistant you will ensure the smooth running of the Manutaki - Directors office by providing high-level executive support coordinating key processes across finance and HR and helping the leadership team operate effectively. You will be central to keeping priorities moving strengthening relationships and ensuring excellent communication across the group and the wider University.
If this role is for you and you can add to the collective expertise of our outstanding team to deliver impactful and effective communications and marketing initiatives then join us in shaping Victoria Universitys future.
Key responsibilities:
- Provide proactive executive support to the Manutaki - Director including diary and inbox management correspondence document preparation travel and minute-taking.
- Anticipate issues identify opportunities and ensure that matters are progressed resolved or escalated appropriately.
- Work as part of a team that uses digital collaboration tools (Teams SharePoint) to facilitate work and project coordination.
Skills and attributes:
- Advanced proficiency in office software and collaboration platforms.
- Strong organisational multitasking and prioritisation skills.
- Excellent written and verbal communication.
- Adaptability to changing technologies and work environments.
- Proactive problem-solving and initiative.
- High level of discretion and professionalism.
- Relationship-builder who can manage complex workflows with calm professionalism.
Ō pūmanawa - About you
You are a highly motivated customer-focused individual who thrives in a high-paced and complex environment. You are known for your excellent interpersonal skills and ability to work across all levels of an organisation.
Key requirements:
- Proven experience in a Kaiāwhina Matua - Executive Assistant or Personal Assistant role within a large and/or complex organisation supporting a Senior Leadership member.
- Experience in managing internal and external relationships with the ability to show initiative tact and discretion in dealing with sensitive and confidential matters.
- Proven experience in office administration and management.
- Strong organisational skills with the ability to juggle competing and changing priorities.
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 careers page.
Close date for vacancy: 26 January 2026.
Contact details for vacancy: If you have any questions regarding this role please contact Dale Lewis Office Manager ().
How to apply: Please ensure you are applying for this role directly on our careers page and not via email. Candidates must submit supporting documents along with their resume such as a cover letter. Applicants who do not have residency or citizenship and require a visa to work at the University must clearly indicate their visa status in their application and understand that if they do not have a current relevant visa they will need to secure this independently.
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.
Required Experience:
IC
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
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, scienti ... View more
