Executive Assistant

Auckland
Madison
Full Time

Job Description:

My client is in the Public service – The public service works collectively to make a meaningful difference for New Zealanders. The Public Service Act states that the purpose of the public service is to support constitutional and democratic government, enable both the current Government and successive governments to develop and implement their policies, deliver high quality and efficient public services, support the Government to pursue the long-term public interest, facilitate active citizenship and act in accordance with the law.

We are looking for an Executive Assistant to support the Auckland Director. The corporate Services group of this public service is responsible for leading the development of and supporting the effective implementation of the Ministry’s organisational and policy strategy through deliver of specialist corporate services.

The Executive Assistant is responsible for ensuring that the Director is supported in a professional and highly efficient manner. In addition, this role is also responsible for having a detailed understanding of relevant delegation procedures and key Ministry policies in order to support the Director in taking appropriate actions and making key decisions. This role has responsibility for providing high level, efficient administrative support to the small number of Ministry staff based in the Auckland Office. The position is a permanent role, full time based in Auckland’s CBD.

This role is responsible for providing high level secretarial and administrative support to the Director Auckland, including but not limited to

Optimising and organising the workflow to take into account the Director’s availability

Prioritising the Director’s commitments appropriately, actively finding solutions to accommodate priorities and communicating their availability in a constructive and polite manner and managing records effectively

Anticipating meetings the Director regularly attends and ensuring they are well briefed and prepared

Arranging and prioritising meetings, appointments and other activities

Performing an intermediary role between all contacts to the Director, ensuring effective communication channels and administration systems are in place

Managing incoming communications, drafting responses where appropriate and actioning outgoing communications

Monitoring and screening diaries and calls, and responding and redirecting matters as appropriate

Acting as a main point of contact for the Director with the Minister’s office and coordinating meeting requests with the Minister

Collating material and preparing agenda’s for the Minister’s weekly briefing with Ministry staff

What we are looking forExperience in providing professional support at a senior support level, preferably in the public sector

Outstanding organisational, prioritisation and time management skills

Excellent communication skills, both written and oral including excellent listening skills

High-level attention to detail, presentation layout and accuracy

The ability to relate easily and effectively to a wide variety of people, with consideration and diplomacy

The ability to relate easily and effectively to a wide variety of people, with consideration and diplomacy

Ability to work under pressure as part of a team while exercising initiative and tact

Excellent Microsoft Office capability, including Word, Excel and PowerPoint

You will be a confident minute taker

For a full job spec and briefing on the role do apply today with a detailed cover letter and up to date resume!

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