Kaiāwhina Matua

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 logístically 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**: Sunday, 28 October 2024.
Contact details for vacancy
Applicants should follow all steps listed below.
Important - Application steps and information
Reference 2096.