Executive Assistant

1 month ago

Wellington City, New Zealand Ministry for Regulation Full time

**Are you an experienced Executive Assistant supporting senior executives?**:

- **Are you proactive with strong attention to detail?**:

- **Are you a problem solver with excellent organisational skills?**

We have **three full-time permanent** Executive Assistant roles based in central Wellington.

**About the Ministry for Regulation**:
The Ministry for Regulation is a newly established, small government agency with a big job to do. We are a dedicated team of professionals, working in a 'can do' environment.

The New Zealand government uses regulation to protect communities from harm and to improve outcomes for its people. Our job is to help improve the overall quality of regulation - and the way it is implemented - by working across the public service with experts in their fields.

**About the role**:
We are looking for three Executive Assistants to support our three Deputy Chief Executives for Policy, Organisational Enablement and Reviews and System Capability.

The Executive Assistant (EA) to the Deputy Chief Executive (DCE) plays a critical role in providing high-level administrative support, managing schedules, facilitating communications, and ensuring the efficient operation of the business group. The EA will serve as the first point of contact for internal and external stakeholders contacting the DCE and will contribute to the overall success of the DCE’s initiatives.

To be successful in this role, the EA must have a positive, can-do attitude, acting as a key liaison between the DCE and various internal and external stakeholders. They will ensure there is seamless communication and assist in executing high-priority initiatives, while providing administrative and organisational support to the DCE. The EA will be approachable, cool under pressure, discreet, and have exceptional relationship management skills and political nous. The Ministry for Regulation is a fast-paced, dynamic place to work, with a supportive team of professionals.

**Responsibilities within the role**:

- Proactively manage schedules, agendas, coordinate meetings, prioritise tasks, and escalate urgent issues as required
- Draft, prepare and compile a variety of documentation, often confidential, to support the DCE seamlessly
- Act as the key liaison between the DCE and key stakeholders, including internal teams, external partners, and government officials, to ensure smooth communication and facilitating the execution of high-priority initiatives
- Manage the flow of information on behalf of the DCE ensuring context and significance are understood, and information is handled appropriately and confidentially
- Build trust with key contacts to enable them to discuss sensitive issues and be assured that accurate information will be given to the DCE.

**About you**:

- Able to build and maintain positive relationships and handle interactions with diplomacy and tact
- Exceptional organisational and multi-tasking skills, with the ability to manage complex schedules and prioritise tasks effectively
- Excellent verbal and written communication skills
- Demonstrated experience with finance systems and/or a strong willingness and capability to rapidly acquire relevant skills
- Proficient in drafting and proofreading correspondence, reports/briefings and presentations
- Strong problem-solving abilities and the capacity to anticipate needs and proactively address issues
- Skilled at building and maintaining positive relationships, with the adaptability to prioritise high-pressure situations with ease
- Excellent understanding of the suite of Microsoft products (M365 experience a plus)
- Knowledge and understanding of the public service is preferred.

**What we can offer you**:

- The opportunity to be part of a new agency with a clear vision
- Work with a dedicated and supportive leadership team, with a strong delivery focus and a can-do approach
- Flexible working options.

Please see the job description here: Executive Assistant to DCE

**Salary range**: $79,078 - $104,887 with appointment salary dependent on skills and experience.

**How to apply**:
You must be able to obtain and maintain **an appropriate New Zealand Government Security Clearance.**

Applications close at on Sunday 24 November 2024.

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