Kaiawhina Matua | Executive Assistant

4 weeks ago

Wellington, New Zealand Victoria University Of Wellington Full time

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?Te Herenga Waka - Victoria University of Wellington is seeking a Kaiawhina 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.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 logistically supporting University events and meetings as needed.Oversee the Provost's budget.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.Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) and familiarity with calendar management platforms.Why you should join our teamIn this position, you will help a busy executive to manage a fast-paced work schedule. 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.Close date for vacancy: 28 October 2024. Applications will be reviewed as they are received, and we may progress with suitable applicants prior to the application closing date. We can only consider applicants who are citizens or residents of New Zealand or Australia or on a current working visa. Applications from recruitment agencies are not accepted.Contact details for vacancy: If you have any questions regarding this role please get in touch with Vicki Bee (******).Important - application steps and informationDownload and complete the University Application Form, please include the position title and reference number (Kaiawhina Matua - Executive Assistant, #2096). Then, please combine your cover letter, CV, and the University Application Form into a single file (preferably in pdf format). Click Apply and follow the process to enter your contact details and attach your combined file (CV, cover letter and the University Application Form) using the "CV/Resume" button.If you are unable to combine your documents or have further supporting documents, please email these to ****** stating the reference number and position title from the advert in the subject line.
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