Personal Assistant to New Zealand Leadership Team

2 weeks ago

Hamilton, New Zealand Rabobank Full time

Job Overview & Purpose:
The purpose of the Personal Assistant role is to work in partnership with the Executive Assistant to CEO to ensure members of the New Zealand Leadership Team and the Head of Legal meet their objectives by providing high level, efficient and excellent personal assistance, administration and business support.

Context of Job:
As part of the central administration team, this role will assist the New Zealand Leadership Team and Head of Legal with tasks including diary management, meeting arrangements, travel bookings and expense claims. Critical to the role are exceptional corporate interpersonal, communication and time management skills.

Key Responsibilities and Accountabilities:

- Providing administration services to the Leadership Team and Head of Legal as required.
- Actively managing diaries for the Leadership Team and Head of Legal, ensuring efficient scheduling of meetings and resolving any potential conflicts.
- Assisting with the coordination of meetings, events and functions.
- Co-ordinating corporate travel bookings including developing itineraries, booking transport, meeting and event arrangements, and accommodation.
- Working with and providing support to other support team members across the business. Processing administration of expenses and invoices.
- Supporting the Leadership Team and Head of Legal with onboarding new members in conjunction with Human Resources.
- Ensuring complete confidentiality and integrity.
- Identifying opportunities for continuous improvement and alignment across the team/s.
- Maintaining an effective electronic filing and document management system.
- Providing other ad hoc administration requests as required.

Qualifications:

- Corporate administration qualification desirable. Experience:

- 3 to 5 years’ experience working as a Personal Assistant.
- Previous experience supporting senior executives.
- Strong proficiency in using the Microsoft Office suite, including Teams.
- Able to demonstrate excellent attention to detail.
- Typing speed of ideally 45wpm with excellent grammatical accuracy.

Knowledge:

- Interest and/or some knowledge of rural sector and finance / or banking industry experience.
- Knowledge of Rabobank systems. Skills:
Communication & Interpersonal Skills
- Excellent and professional written and verbal communication skills.
- Professional presentation and demeanour.
- Attention to detail and excellent organisational skills including time management and ability to prioritise in alignment with NZLT and Head of Legal’s objectives.
- Ability to work independently with mínimal direction.
- Ability to work proactively and collaboratively.
- Ability to remain calm and focused when managing multiple priorities.
- Ability to develop and maintain strong relationships with senior executives and networks with internal and external clients.

Technical and Specialist Skills
- Strong proficiency in the use of Microsoft - Word, PowerPoint, Excel and Outlook.
- Experience in diary management.
- Experience in co-ordinating and organising meetings, events and travel.
- The ability to manage multiple initiatives and resources.
- Ability to suggest improvements to systems and processes.
- Strong communication at all levels both written and verbal.

Planning and Organisation
- Ability to plan, prioritise and organise own work and perform under pressure.
- Self-motivated.

Adaptability
- Willingness to be flexible and agile in work approach to meet the demands of the business.
- View change as an opportunity to learn and be ready to adapt to new situations.
- Respond to changes with flexibility and optimism.

Rabobank Global Behavioural Skills:
Storytelling

Organises insights and defines a logical flow to tell a story.

Complex Problem Solving

Identifies problems and reviews related information, to develop and evaluate possible solutions.

Self-reflection

Takes time to reflect on own strengths and weaknesses, by asking feedback and uses this to develop and grow.

Service orientation

Takes accountability for providing a high level of service quality towards clients, sustaining client relationships.

Coaching

Guides and supports peers in improving performance and expand, refine, and build new skills.

Agility

Demonstrates the ability to change own actions, course or approach in a changing situation.

Judgement and decision-making

Considers the relative risks and benefit of potential actions to make the most appropriate decision.

Emotional intelligence

Is aware of own and others’ behaviours and attitudes and understands why people react as they do.

Negotiating

Brings different perspectives together and tries to reconcile differences.

Collaborating

Takes responsibility for both personal and team goals, while actively seeking and valuing the ideas, opinions and contributions of others.

Creativity

Comes up with new ideas, brings in new perspectives and experiments with other approaches to work related challenges, contributing to

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