Executive Assistant (Wellington)

Executive Assistant (Wellington)-2302223

 

OFFICE OF THE DEAN, UNIVERSITY OF OTAGO, WELLINGTON
CLIENT SERVICES

The role/Te mahi

This is an exciting opportunity for a professional and experienced Executive Assistant, Personal Assistant or Senior Administrator with a proven track record in delivering high-quality services and output at a senior level.

We are looking for a dynamic, and proactive Executive Assistant to support the Office of the Dean. This busy and rewarding role provides confidential and high-level secretarial and administrative support services, across a range of complex areas within the University of Otago, Wellington campus (UOW).

Key responsibilities of this role include:
•    Being the first point of contact for the Office of the of the Dean, anticipating needs, assessing, and prioritising requests with urgency.
•    Comprehensive inbox and diary management, triaging correspondence, supporting meeting administration, event coordination and organising travel.
•    Drafting high-level communication and documentation on a range of matters. 
•    Tracking and monitoring the end-to-end process of all contracts and agreements submitted for signing and approval. 
•    Troubleshooting and initiating actions to facilitate resolution and problem solving.
•    Providing dedicated support primarily to the Dean, as well as ad hoc support to members of the UOW Senior Leadership Team, Client Services and other members of the operations team at the University of Otago, Wellington, as appropriate.
•    Organising and/or working with the events team to support events organised by the Office of the Dean.

Your skills and experience/Kā pūkeka me kā wheako

We are looking for candidates who:
•    Are highly organised, with the ability to manage multiple demands while maintaining a high level of attention to detail.
•    Can triage and effectively manage or escalate relevant information or concerns.
•    Possess a high level of integrity and professionalism.
•    Demonstrate well-developed computing skills and proven competency with a range of software applications. 
•    Thrive in a complex working environment that requires a high level of discretion, sensitivity, and interpersonal interaction.
•    Work proactively and supportively within a team to create a positive culture.
•    Possess a strong customer service focus and commitment to continuous improvement initiatives.
•    Are committed to working in a culturally safe and respectful manner and demonstrate an understanding and appreciation of Te Ao Māori, Te Tiriti o Waitangi principles, and Pasifika values. 

About our team/Mō te tīma

The University of Otago, Wellington is a satellite campus of the Dunedin-based University of Otago. We are a medical and health sciences campus, home to around 1,000 students and an inspirational teaching team of leading health educators and researchers.

We are located in Pōneke (Wellington), the capital city of Aotearoa New Zealand. Our staff and on-campus students learn and work from locations close to the regional hospital in Newtown, and in the central city. Our main academic block in Newtown is currently being upgraded but teaching and research programmes remain in full swing.

The Dean's Department is the administrative centre for the University of Otago, Wellington, for both academic and non-academic matters.  Professor William Levack is the Dean and a member of the Rehabilitation Teaching & Research Unit in the Department of Medicine. 

Further details/Pūroko

This is a full-time (37.5 hours), permanent position, located in Wellington.

You must have the right to live and work in New Zealand to apply for this position.

The appointment range for this position is $70,602 to $76,668 per annum, top of range is $82,849 per annum.

Applications from candidates with Māori and Pacific backgrounds or strong competencies in these areas are warmly encouraged.

For further information, or to discuss the role in confidence – please contact Shan Valiyara, Senior Manager Client Services.

Application/Tono

To submit your application (including CV and cover letter) please click the apply button. Applications quoting reference number 2302223 will close on Sunday, 28 January 2024. 

Applications will be considered as they are received. The University reserves the right to close this vacancy at any time.

Additional Information

Contact: Shan Valiyara 

Position details: Job Description

Further Information: Department Website

Create an email with a link to this vacancy: Create email

Location:About Wellington

Primary Location
 NZL-NI-Wellington
Employment Status
 Permanent 
Salary Level and Range Level 6 (Range of Appointments $70,602 to $76,668, Top of Range $82,849)
Organisation
 Client Services (Health Sciences)
Job Function
 Administrative