Executive Assistant / Administrator

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Executive Assistant / Administrator

• Location: Kelburn
• Type: Permanent
• Post Date: Fri Mar 15 00:15:37 2024
• Ref: 1134

• Are you well organised and have excellent interpersonal skills?
• Do you have proven experience in an executive assistant or personal assistant role?
• Have you got experience in office management and have previously produced high quality documents and reports?

Mō 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

The Faculty of Science is currently recruiting an experienced Executive Assistant / Administrator on a permanent, full-time contract to provide proficient executive support to the Dean and to ensure the efficient operation of the Faculty office in this multi-School Faculty.

Key Responsibilities:

• Provide proactive professional executive assistance to the Dean.
• Coordinate meeting requirements, including agendas, action points and minutes.
• Prepare and manage HR processes and end to end recruitment life cycle activities (eg setting up interviews, reference checks, letter of offers, extension/secondment letters) and seminars etc.
• Provide coordination and support at events, functions and workshops.

Ō pūmanawa - About you

Your success in this role will rely on your previous experience in an administration or executive support role in a large and complex organisation. You will readily exhibit initiative, discretion and good judgment, be well organised and have excellent interpersonal skills. You will be comfortable working independently in a busy role and have the flexibility to juggle competing and changing priorities. You will also be known for your ability to build and maintain strong relationships and your collaborative approach to everything you do.

Key Requirements:

• Proven experience in an executive assistant or personal assistant role within a large and/or complex organisation.
• Proven experience in office administration and management.
• Demonstrated ability to manage financial systems and processes.
• Ability to manage time, prioritise, plan, handle multiple tasks and unpredictable workload and work under pressure.
• Extensive knowledge and experience in using Microsoft Office, including producing high quality documents and reports, spreadsheets and presentations.
• Experience of tertiary education administrative processes and procedures would be an advantage.

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

We offer a diverse, collaborative and supportive environment, professional development opportunities, access to University staff training, and we like to be close to staff and students, and have fun.

Role Description

Close Date for Vacancy: 10 April 2024 - We will be reviewing applications as they are received and may progress with suitable applicants prior to the application closing date.

Contact Details for Vacancy: If you have any questions regarding this role please get in touch with Monika Hanson (04 886 4452 or [email protected] ). But applicants should follow all steps listed below.

Important - Application Steps and information

Download and complete the University Application Form , please include the position title and reference number (Executive Assistant / Administrator, 1134).

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 [email protected] stating the reference number and position title from the advert in the subject line.

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