Executive Assistant

2 weeks ago

Auckland City, New Zealand HAYS Full time

EA role available with Immediate start

**Your new company**

Our client is required to promote and protect health and disability services consumers’ rights and facilitate the fair and efficient resolution of complaints relating to infringement of those rights.

**Your new role**

***
Executive Duties
- Scheduling meetings within agreed diary parameters, ensuring the Commissioner is fully prepared for all meetings, following up on receipt of meeting documents and ensuring the Commissioner is aware of upcoming engagements, invitations and other requests
- Organising meetings, training seminars, workshops and retreats including arranging meeting rooms, equipment and catering, notifying attendees, collecting agenda items and circulating agenda documents / material and taking minutes of the meetings as required
- Preparing and distributing meeting agendas for ELT, recording meeting minutes accurately and distributing in a timely manner
- Preparing and distributing meeting agendas for the Governance Group, recording minutes, and action points
- Managing the Commissioner's diary: including the scheduling of appointments, arranging travel, handling speaking requests, and anticipating information required by all parties
- Assisting with managing workload and meeting deadlines by prioritising correspondence, screening phone calls, and providing information needed to support decision making about external and internal diary commitments
- Attending to all matters that can be handled at an Executive Assistant level and providing efficient clerical and administrative support to the Commissioner
- Preparing documents including general correspondence, reports, presentations, minutes and confidential typing

Secretarial Duties
- Assisting the Commissioner in managing output, workflow and office deadlines
- Drafting correspondence when required
- Maintaining correspondence tracking logs including relevant databases to ensure correspondence, requests, and Official Information Act requests are completed within specified timeframes
- Preparing PowerPoint presentations and other material required for meetings and other engagements
- Managing relevant contact databases and retrieving and producing reports as required from the Enquiries and Complaints Database system (ECDS)
- Photocopying, filing and binding when required Client Relationships
- Establishing and maintaining effective working relationships with key staff in the Commissioner’s Office, and externally with providers and key stakeholders
- Meeting and greeting all external visitors for the Commissioner and arranging refreshments when needed / requested
- Assisting in managing the Commissioner’s interaction with managers, staff and external contacts and agencies - Acting as representative of the Office of the Commissioner as required Finance, Travel and Purchasing
- Reconciling invoices and arranging payments in a timely and efficient manner
- Maintaining an accruals list to be forwarded to the Finance Manager within agreed deadlines
- Arranging domestic and international travel and accommodation, and process subsequent travel claims including currency reconciliation

**What you'll get in return**
- Supportive team
- Competitive hourly rate $40-$45phr + 8% holiday pay
- Immediate start

**What you need to do now**

If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career. #2709887

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