New Zealand Leadership Team Assistant

4 weeks ago

Hamilton, New Zealand Rabobank Full time

Job Overview & Purpose:
The purpose of this 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 administration and business support.

You will provide exceptional and professional delivery of executive administrative services to the New Zealand Leadership Team and Head of Legal.

Context of Job:
As part of the central administration team, this role will assist up to 9 New Zealand Leadership Team members and Head of Legal with administrative tasks as required, such as meeting arrangements, travel bookings and expense claims. Critical to the role are exceptional corporate interpersonal, communication and time management skills.

**Key Responsibilities and Accountabilities**:

- Managing and maintaining diary appointments.
- Assisting with the coordination of meetings, events and functions, both internal and external.
- Managing and arranging corporate travel bookings, including developing itineraries, booking transport and accommodation.
- Providing overflow support to EAs as required.
- Processing expense claims and invoices.
- Support the NZLT and Head of Legal with onboarding and exit processes for members of their team in alignment with HR.
- Ensure complete confidentiality and integrity.
- Identify 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.
- Provide occasional cover for the Front of House Customer Service Manager.

**Skills**:
**_ Communication & Interpersonal Skills_**
- Excellent and professional written and verbal communication skills.
- Professional presentation and demeanour.
- Knowledge of administration processes are essential.
- Foster open dialogue and encourage sharing of information.
- 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 within a team environment.
- Ability to remain calm and focused when managing multiple priorities.
- Act professionally and deal with external visitors and internal staff with respect and integrity.
- Promote a culture of professionalism and respect.
- Customer Focus.
- Ability to develop and maintain strong relationships 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 coordinating events.
- Travel logistics and scheduling.
- 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 our mission

**Networking**
Builds local and global relationships (both in and outside Rabobank) that are honest, sincere, and of value to both parties to gain more knowledge, support and cooperation

**Values & Agreed Standards**:
**Global Values*

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