Ringa Awhina

Tawhiri is a charitable company dedicated to delivering exceptional festivals and events in Te-Whanganui-a-Tara (Wellington), Aotearoa. Our festivals include the Aotearoa New Zealand Festival of the Arts, Wellington Jazz Festival, and Lexus SongQuest.Role Overview:We are looking for a part-time (30 hours per week) office administrator, based in our office between the hours of 8.30am – 2.30pm Monday to Friday.As Ringa Awhina, you will be responsible for the day-to-day needs of the Tawhiri office environment, providing administrative support, making sure office and kitchen supplies are stocked, the environment is tidy, and responding to various emails and calls to the office. The role is also responsible for the coordination of onboarding new staff and providing administrative support to the Executive and two Festival Directors. There will be a degree of hands-on tasks required – such as collecting and dropping off various items around town (a full driver's license is essential).Due to the nature of the tasks and our business, the role must be physically based at Tawhiri's offices in Cuba Street, Wellington.Our team culture is collaborative, inclusive, hard-working, and thoughtful. Our mahi is driven by our core values:Manaakitanga: uplifting the mana of all people through care, nurture, and respectful relationships.Tane te Wananga: the pursuit of excellence in all our endeavours.Whanaungatanga: weaving together a team to create strength, trust, and flexibility.Kotahitanga: standing together with shared purpose and values.Responsibilities:Hosting and Office SupportAct as a considerate and welcoming office host – prepare meeting rooms, greet manuhiri/visitors, offer refreshments, manage calls and incoming emails, and ensure follow-up by relevant team members.Ensure the office and kitchen are kept tidy and liaise with landlord and suppliers as required regarding contracted cleaners.Manage all incoming and outgoing postal mail and courier arrangements for the team.Order all office supplies, including kitchen and stationery.Manage the meeting room booking system.Support Leadership Team with other administrative tasks as required.Executive SupportProvide administrative support for the Festival Co-Directors and Executive Director.Make appointments and organise meetings and functions.Manage schedules during Tawhiri-wide events for Festival Co-Directors and Executive Director.Collaborate with the Audience and Partnerships Team to manage ticketing requirements for the Festival Co-Directors and Executive Director, plus VIPs as required.InterculturalismSupport team members to ensure Tawhiri tikanga is in place for internal and external hui.Contribute to the successful implementation of the Intercultural Policy and Action Plan.Administrate the Kaimanaaki of the Month Award (KOTMA) for staff.Hosting Event CoordinationBe the event coordinator for hosting external events, including venue liaison, catering, and managing guest lists and RSVPs.Travel and BookingsManage the travel requirements of the Festival Co-Directors and Executive Director.Maintain accurate records of any expenditure related to tasks, including creating purchase orders when required.Ensure that all expenditure related to tasks are kept within the Delegated Authority limits.Systems TrainingSupport the Leadership Team in onboarding new staff, including office induction.Support training for new and existing staff on administrative systems.Stay regularly updated with system updates and upgrades.OtherKeep up to date with the artistic content of Tawhiri's activities.Attend team meetings and take minutes as required.Contribute to office health and safety procedures.Requirements:Discretion and trustworthiness.Proven experience in office administration and organisation, particularly diary and email management.Warm, caring, and friendly, with strong communication and interpersonal skills.Tech savvy with strong computing skills, including Microsoft Office. Experience with databases and online filing systems is preferable.You must have the legal right to work and live in New Zealand.We will be shortlisting and interviewing as soon as applications open. Start date is early/mid January 2025, or earlier for a handover if possible.How to Apply:Send a brief cover letter detailing your suitability for the role and your CV.We will be shortlisting and interviewing as soon as applications open, applications close on Weds 11 December.Your application will include the following questions:Which of the following statements best describes your right to work in New Zealand?How many years' experience do you have as an office administrator?Do you have experience in administration?Which of the following Microsoft Office products are you experienced with?Do you have customer service experience?How many years of people management experience do you have?
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