Executive Assistant

6 days ago


Queenstown, New Zealand Agency For Science, Technology And Research Full time
Join Our Team: Operations Coordinator - NATi Coordinating Office
Agency For Science, Technology And Research (A*STAR) is seeking a highly skilled Operations Coordinator to support our leadership team in the NATi Coordinating Office. As an Operations Coordinator, you will play a crucial role in ensuring the seamless operations of our organisation, providing essential administrative and operational support to our leadership team.
This role requires a proactive and resourceful individual with strong communication skills to manage intricate schedules, coordinate critical activities and events, and serve as a central liaison between our executives, internal teams, and external stakeholders. Key responsibilities include:
  • Planning and coordinating meetings for NATi leadership, including agenda setting, logistics, material preparation and distribution, and minute-taking.
  • Maintaining professional communication with internal and external stakeholders, upholding our organisation's reputation.
  • Assisting in team management and staff welfare, including onboarding, offboarding, workplace improvements, and managing email distribution lists.
  • Organising travel arrangements for visitors and NATi leadership, including budget memos and itinerary coordination and preparation.
  • Monitoring the operating budget and preparing monthly accounting reports.
  • Supporting key internal projects through research, data compilation, and progress tracking.
  • Assisting in event planning and execution, including logistical coordination, preparation of promotional materials and stakeholder engagement.

Key Qualifications and Skills:
Possess the following qualifications:
  • A Diploma or Bachelors in a related discipline.
  • Proven experience as an Administrative Executive or Personal Assistant, or in a similar role.

Required skills include:
  • Proficiency in Microsoft Office, Microsoft 365, Adobe, SAP/ Workday and other relevant applications.
  • Experience with social media platforms and tools (e.g. Canva, Mailchimp, Google Analytics, and social media scheduling platforms).
  • Agile, adaptable, and able to work independently in a fast-paced environment.
  • Strong organisational, time management, and multitasking skills.
  • Excellent written, verbal and interpersonal communication skills.

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