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Executive Assistant – Victoria University of Wellington – Kelburn, Wellington


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  • Do you have excellent communication skills?
  • Can you work under pressure, with an unpredicatble workload?
  • Do you have experience as an Executive Assistant or Administrator within a large or complex organisation?

Te Herenga Waka – About Our University

Te Herenga Waka – Victoria University of Wellington is a global-civic university with our marae at our heart. This iho draws off our heritage and is further defined by our tūrangawaewae, in particular Wellington, Aotearoa, and the Asia-Pacific, all of which are expressed in our position as Aotearoa New Zealand’s globally ranked capital city university.

Our core ethical values are respect, responsibility, fairness, integrity, and empathy. These core ethical values are demonstrated in our commitment to sustainability, wellbeing, inclusivity, equity, diversity, collegiality, and openness. With, and as, tangata whenua, we value Te Tiriti o Waitangi, rangatiratanga, manaakitanga, kaitiakitanga, whai mātauranga, whanaungatanga, and akoranga.

Kōrero mō te tūranga – About the role

Te Herenga Waka – Victoria University of Wellington is currently recruiting an Executive Assistant to join the Ferrier Research Institute on a part-time, permanent basis. The role will provide professional executive services to the Science Team Leader, Professor Emily Parker, ensuring the administrative and other associated functions are managed effectively and the office runs smoothly. The Executive Assistant will be located within the Ferrier Research Institute, at the Kelburn campus.

Key Responsibilities:

  • Provide proactive executive assistance including diary management, travel/accommodation bookings, document management, and other activities as required to contribute to the smooth running of the Science Team Leader, Professor Emily Parker’s programme of work.
  • Screen in-coming communications and take the appropriate action as required. Monitor and respond to emails as required and proactively prioritise upcoming events and tasks relevant to the Science Team Leader.
  • Provide assistance with the preparation and monitoring of the Science Team Leader, Professor Emily Parker’s budget in consultation with the Science Team Leader, Professor Emily Parker, and the faculty finance adviser.
  • Manage accounts payment, reconciliations, financial monitoring, analysis and reporting for the Science Team Leader, Professor Emily Parker’s Office.
  • Assist with HR documentation and recruitment processes for Science Team Leader, Professor Emily Parker, as required e.g. organising interviews and seminars.

Ō pūmanawa – About you

You will be self-motivated, with high-interpersonal and communication skills. You will thrive in this role with an excellent manner with people, an ability to influence and manage conflict, strong attention to detail, and self-management skills.

The Executive Assistant will develop and maintain excellent working relationships with the Institute administration team and other staff within the rest of the SHEADI Division. The Executive Assistant will also form and maintain strong working relationships with other Executive Assistant peers at other faculties, staff within the wider university, and external stakeholders.

Key Requirements:

  • Demonstrate in-depth experience as an Executive Assistant or Administrator in a large and/or complex organisation.
  • Proven successful experience working in a service delivery organisation with an emphasis in customer service.
  • Ability to manage time, prioritise, plan, handle multiple tasks and unpredictable workloads, and work under pressure.
  • Extensive knowledge of and experience in a range of computer applications including Microsof Outlook, Word, Excel, PowerPoint, and SharePoint.
  • Excellent written and oral communication skills.

Ētahi kōrero hai āwhina i a koe – Why you should join our team

Our team is fast-paced, likes sharing ideas, and working in a collaborative style. We offer you flexible working arrangements, learning & development programs for Te reo Māori.

Role Description

From 31 January 2022, a COVID-19 vaccine mandate will apply to all University staff, students, contractors and visitors. For more information see: https://www.wgtn.ac.nz/covid-19/vaccine-mandate.

Close Date for Vacancy: 25 February 2022

Contact Details for Vacancy: If you have any questions regarding this role please get in touch with Kathryn Beare, Institute Manager, Ferrier Research Institute Kathryn.Beare@vuw.ac.nz. But applicants should follow all steps listed below.

Important – Application Steps and information

For applicants who are not NZ Citizens or Permanent Residents, we recommend you check the NZ Immigration website for updates related to Covid19 restrictions on entry to New Zealand: https://www.immigration.govt.nz/about-us/covid-19

Click the Apply Now Button at the base of the advert, follow the process to enter your contact details and add your CV in the online form.

Please include a cover letter in your application, telling us why you’re a great fit for this position then email the completed application form, cover letter and any other supporting documentation to erecruit@vuw.ac.nz stating the reference number and position title from the advert in the subject line.

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