Executive Assistant to Deputy Chief Executive

4 weeks ago

Wellington City, 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.
- Set our Deputy Chief Executive People and Operations up for success by managing a well-paced and responsive diary
- Bring your exemplary time management and organisation skills to this varied role
- Full time role with flexible work options available
- Wellington based

Relationship focused role supporting our leaders and our people to deliver the Ministry’s vision and mission.

Kōrero mō te tūranga - About the role
As Executive Assistant in the Ministry’s People and Operations Group, you will provide executive level support to the Deputy Chief Executive by ensuring the smooth running of their office in a timely and confidential manner. You will also act as a coordination point across the Group’s leadership team when required.

**The scope of the role will include**:

- Diary management - managing a proactive schedule, fielding meeting requests and communicating priorities
- Arranging and organising meetings, presentations and events
- Managing information, documentation and communications on behalf of the Deputy Chief Executive
- Secretariat functions - organising meetings, both in-person and virtual, led by the Deputy Chief Executive and their office, preparing agendas, organising papers, minute taking and following up on action points
- Assistance with special projects as required

For more detail, you can view a copy of the position description HERE

The appointment range for this role is $68,722 to midpoint $76,358 total fixed remuneration, negotiable depending on skills and experience. The total remuneration is inclusive of our 3% KiwiSaver employer contribution.

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

This role will suit a sharp thinking and naturally skilled Executive Assistant who knows how to add value from day one. You will need to be comfortable working within a varied environment, have experience supporting a tier 2 manager and the ability to be the 'pivot support' for the wider team.

**To be successful in this role you will**:

- Have exemplary communication and interpersonal skills.
- Be highly organised with strong planning and time management skills.
- Be able to multi-task on a range of activities with impeccable attention to detail.
- Have proven experience of administrative processes, systems and technology with a passion for providing excellent customer service.
- Work well as part of a team and be comfortable using your initiative

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?

You MUST be a NZ Citizen or NZ Permanent Resident and able to obtain and maintain a NZ Government National Security clearance.

Use this online tool to self-check your eligibility for a Confidential security clearance.
Please note that this tool is not part of the formal security clearance process:
Let us know if you need any support or have any access requirements that will help you through the recruitment process.

Applications close on Friday, 18 August at midnight

**Please note**: This is not a Foreign Policy/diplomatic role. This is a ‘Corporate’ role (known here as a Specialist role) based in central Wellington, NZ.

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