Kaiāwhina Matua | Executive Assistant

• Can you work at pace and prioritise effectively?
• Have you got a track record of supporting senior leaders?
• Do you excel at time and document management to maximise results?

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.

TeHerenga Waka - Victoria University of Wellington is currently recruiting a superstar to join the newly formed Office of the Deputy Vice-Chancellor, Students. This superstar will support the Deputy Vice-Chancellor (DVC), Students with the operations of their office and is a permanent, full-time position.

Key Responsibilities:

• Establish and maintain the operational pulse of the Office of the DVC, Students by providing proactive professional executive assistance including complex scheduling and diary management, meeting requirements, document management, and other activities as required to contribute to the smooth running of the Office of the DVC, Students.
• Manage and proactively prioritise phone calls, emails and meeting requests on behalf of the DVC, Students, ensuring all priorities are identified and urgent issues brought to their attention.
• Coordinate meeting requirements as requested, including preparing and distributing agendas, taking minutes, and maintaining action lists from meetings.
• Maintain effective electronic and paper document management systems and procedures to enable quick access to information.
• Provide coordination and support at events, functions, workshops, and meetings hosted or chaired by the DVC, Students.

The ideal candidate will:

• Be a motivated, highly organised, customer-focused individual who takes initiative.
• Provide excellent administration support with strong attention to detail.
• Have an ability to influence and manage conflict.
• Have effective time-management and forward planning skills to balance meeting deadlines.
• Maintain a high standard of service.
• Remain calm under pressure and thrive working with a diverse range of stakeholders.

Key Requirements:

• Demonstrable experience as a key support in a large and/or complex organisation.
• High level of organisational ability, with competence in time management, prioritisation, and planning.
• Ability to handle multiple tasks and an unpredictable workload, and work under pressure retaining a professional demeanour.
• Extensive knowledge of and experience in a range of computer applications including Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, and other Office 365 applications.
• Possess excellent attention to detail.
• Experience building and maintaining excellent working relationships, with the ability to work effectively with a diverse community, including academic staff, students, contractors, and external stakeholders.
• Excellent written and oral communication skills.
• Experienced in maintaining effective document records and information storage including Outlook, SharePoint, Internet, and Intranet, or similar.

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

The Office of the DVC, Students is a new and exciting Office for the University and will play a crucial role in supporting the student experience and journey at Te Herenga Waka - Victoria University of Wellington.

Close Date for Vacancy: 26 June 2024. We can only consider applicants who are citizens or residents of New Zealand or Australia or on a current working visa. Applications from recruitment agencies are not accepted.

Contact Details for Vacancy: If you have any questions regarding this role please get in touch with Sam Duncan HR Manager, Central Service Units ([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 (Kaiāwhina Matua - Executive Assistant, #1522). Please note, we do not accept applications from recruitment agencies.

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.