Commission - Executive Assistant

3 weeks ago

Wellington, New Zealand Department Of Internal Affairs New Zealand Full time

Type: Fixed Term (until Feb 2026)

Hours: Full time

Location: Wellington

Business Group: Royal Commission of Inquiry into COVID-19 Lessons Phase 2

Branch: Regulation and Policy

Bring your strong executive administration skills to support Commissioners at the Phase 2 Royal Commission of Inquiry (COVID-19 Lessons)
About us: A Royal Commission of Inquiry is the highest form of public inquiry for the most serious issues of public importance. The issue of public importance that the Phase 2 inquiry is directed to examine is the lessons learned from Aotearoa New Zealand's response to COVID-19 that should be applied in preparation for any future pandemic. The Executive Assistant will be supporting the Commissioners right from the establishment phase of the inquiry. This will be an interesting and unique role, which will vary throughout the inquiry's lifecycle. Under the Inquiries Act 2013 the Department of Internal Affairs (DIA) provides administrative assistance to Public and Government Inquiries.

The Role:
As the Executive Assistant to the Commissioners, you will provide essential administrative and organisational support. The Commissioners have both internal and external leadership responsibilities, engaging with a wide range of stakeholders. Your ability to anticipate the Commissioners' needs and efficiently manage their schedules, communications, and documents will be critical to the smooth operation of their responsibilities.

Key Responsibilities:

Provide personal and confidential secretarial support to the Commissioners, effectively managing the diary, ensuring the correct prioritisation of commitments for both the short- and medium-term horizon.

Build and maintain effective relationships with the wider Inquiry team, other employees and internal and external stakeholders ensuring effective lines of communication are open to all.

Provide accurate and timely support such as populating documentation, liaising with specialists and external parties for financial and other corporate processes as required.

Prepare documents for the Commissioners as required and facilitate the prompt and timely dissemination of information to all stakeholders.

Organise meetings, take minutes, and ensure the timely distribution of agendas and action points.

What You Will Bring:

Demonstrated experience in providing efficient and effective personal assistance at Commissioners or Senior Management level within the Public Sector.

Proficiency in working with financial systems and information, procurement and recruitment processes.

Confidence with Microsoft Office software.

Ability to prioritise workloads and negotiate deadlines in the face of competing demands.

Detail focused with the ability to anticipate risks and the consequences of decisions and commitments.

Strong interpersonal skills including approachability, a problem-solving mind-set, and an ability to influence interactions to better meet the Commissioners' needs.

Ability to handle sensitive information with discretion and maintain confidentiality.

Experience with diary management, meeting coordination, and travel arrangements.

We are an equal opportunity employer that values diversity and inclusion. We recognise a diverse workforce contributes to better business outcomes. We are committed to creating a workplace where all employees have equal access.

Applications close: 5pm, 28 October 2024

For more information please contact: ******

Job description: To review the full job description, please click here .

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