Executive Assistance

2 weeks ago

Wellington, Wellington, New Zealand New Zealand Government Full time
The Ministry acts in the world to build a safer, more prosperous and more sustainable future for New Zealanders.

Kia hangai ake e te Manatu he ao-haumaru, ao-tonui, ao-pumau, ki te oranga tonutanga mo Aotearoa whanui.

Executive Assistant/Coordinator

  • Do you have initiative, great communication skills and an eye for detail?
  • Do you have experience in office administration and supporting senior leadership?
  • Are you a critical thinker who can contribute your own ideas?


Further develop your career with a solid foundation in administrative skills that, for high performers, are a gateway to a variety of corporate career pathways both in the Ministry and the wider Public Sector.

The key purpose of the Executive Assistant/Coordinator role is to lighten the load on the Deputy Chief Executive People and Operations by maintaining a well-paced diary, making good judgements about relative priorities, and coordinating information flows and reporting for their office.

Kōrero mō te tūranga - About the role


The role supports the Deputy Chief Executive, People and Operations by undertaking all tasks necessary to enable the smooth running of their office.

This will include diary and inbox management, financial administration, coordination of regular reporting and communications, information and database management, coordinating travel arrangements, and coordination of initiatives led by the Deputy Chief Executive's office.

This role has broader responsibilities than providing personal assistance to the Deputy Chief Executive and is an integral member of the wider team, working collaboratively to coordinate work across a range of responsibilities.


Duties include but not limited to:

  • Diary management
  • Information management
  • Expense management
  • Coordination of regular reporting and communication processes
For more detail you can view a copy of the position description here.

The salary range for this role is between $68,722 and $80,000 total remuneration, negotiable depending on skills and experience.
The total remuneration is inclusive of our 3% employer contribution.

Mā‎ wai te mahi nei? - Who are we looking for?


We're looking for someone who has sufficient discretion and good judgement to be trusted to manage our Deputy Chief Executive's diary and electronic correspondence so that their time is allocated to the highest priority/value issues and that they have the information that they need, when they need it.

Secondary to supporting the Deputy Chief Executive's day-to-day, we're looking for someone who can take the lead on coordinating the regular reporting and communications led from their office.

We need someone who will become the expert in their areas of responsibility and can take the load off the rest of the team.


You will:

  • You will have the maturity to maintain appropriate confidentiality across all your information sources
  • You will have sufficient nous to develop and maintain a continually evolving understanding of the priorities of the day and the ability to quickly establish trust in your judgement
  • Be technologically adept and confident using the MS Office suite and other administrative systems
  • Be comfortable with adopting new technologies and upskilling others
  • Have outstanding interpersonal and communication skills
  • Pay excellent attention to detail
  • Be a natural planner and organiser with the ability to selfmanage and use initiative.
  • Be flexible and able to adapt quickly in a reactive environment
  • Work collaboratively with others, with a strong customer focus
  • Business analysis, report writing, or data analysis capabilities would be a bonus


Ideally you will also have a good understanding of tikanga (Māori customs and protocols), with the ability to weave te ao Māori (the Māori worldview) into your work.

If you are just starting on this journey that's OK too - as long as you have a willingness to learn and a desire to develop your cultural capability.

As a Te Tiriti o Waitangi partner, this is important to us and we offer training and support.

Ngā hua o te mahi i te Manatū Aorere - Why MFAT?

We are committed to a focus on leadership, talent, training and development, and flexible work options. Check out our benefits page to find out more about why we love working here.

You can find out more about our staff networks and our Diversity and Inclusion Strategy here
Mō mātou - About us

Our people represent New Zealand on and offshore, and in doing so make New Zealanders safer and more prosperous.

By building connections with and influencing other countries and international institutions, we advance New Zealand's interests and pursue New Zealand's values.

We provide advice to the Government on the implications for New Zealand of what is happening in the world.

Me pēhea te tuku tono - To Apply/Interested?

For a confidential discussion please contact Recruitment.

To be considered for this position you must be a New Zealand Citizen or Permanent

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