Board Secretary and Project Coordinator

Personnel Resources; Rotorua; On-site; NZD 90,000 - 120,000; Full time

Job summary

Jora New Zealand is seeking a proactive Board Secretary and Project Coordinator to support governance, leadership and organisational delivery. Reporting to the Chief Executive, you will ensure Board processes are well organised and governance documentation is accurate.

You will coordinate meetings, prepare complex papers, track projects and provide high‑level admin support across the organisation. This role suits someone highly organised, solutions‑focused and capable of building trusted

Qualifications

• Experience supporting board governance, agendas, minutes and papers.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication with senior leaders.

Responsibilities

• Coordinate board meetings, agendas, papers, minutes and action registers.
• Prepare governance reports and maintain records and statutory documents.
• Develop and maintain project plans and reporting systems.
• Support organisational planning, performance monitoring and reporting.
• Coordinate office administration, safety, emergencies and compliance.
• Engage stakeholders and coordinate funding programmes.
• Maintain confidentiality and work with kaupapa Maori values.

Skills

Governance support

Board coordination

Project coordination

Administrative support

MS Office

Documentation

Tools

Xero

Job description

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

This is an exciting opportunity to join a kaupapa Maori organisation in a pivotal role supporting governance, leadership and organisational delivery.

Reporting to the Chief Executive, the Board Secretary and Project Coordinator will ensure the effective coordination of the organisation’s governance functions while also providing high-level project, administrative and operational support.

You will be the person who keeps things moving behind the scenes - ensuring Board processes are well organised, governance documentation is accurate and timely, projects stay on track, and the wider organisation has the systems and support it needs to operate effectively.

This role will suit someone who is highly organised, proactive and comfortable working across a range of responsibilities, from preparing complex Board documentation and coordinating hui through to tracking projects, supporting organisational planning and managing important operational requirements.

If you enjoy taking ownership, anticipating what needs to happen next, building trusted relationships and working in a kaupapa Maori environment, we would love to hear from you.

Governance and Board Support

• Provide comprehensive governance and Board Secretariat support to the Board, Chair and Chief Executive.
• Coordinate Board meetings, including agendas, papers, minutes, action registers, meeting logistics and follow-up.
• Prepare, format and quality-check complex governance documentation and reports.
• Maintain governance records, registers and statutory documentation.
• Coordinate the AGM, Ministerial Forum and other significant governance events and hui.
• Provide high-level administrative support to the Chair, Chief Executive and other key stakeholders.

Project Coordination and Delivery

• Coordinate the planning and delivery of organisational projects, initiatives and funding programmes.
• Develop and maintain project plans, timelines, action registers and reporting systems.
• Monitor progress, identify emerging risks and issues, and ensure actions are followed through.
• Coordinate internal and external stakeholders to support timely and effective delivery.
• Prepare project updates, reports and supporting documentation for management and Board consideration.

Planning, Reporting and Organisational Support

• Support organisational planning, performance monitoring and reporting.
• Track strategic priorities, key deliverables and organisational commitments.
• Assist with the preparation of Board, management and stakeholder reports.
• Identify opportunities to improve systems, processes and ways of working.
• Provide high-level administrative and operational support to the CE and wider organisation.

Office, Health and Safety and Operational Coordination

• Coordinate office administration and operational requirements.
• Act as Building Warden and coordinate workplace health and safety requirements.
• Support emergency procedures, hazard identification, incident reporting and compliance.
• Assist with policy implementation, records management, communications, events and stakeholder engagement.
• Coordinate suppliers, service providers and other operational relationships as required.

Organisational Contribution

• Contribute positively to a collaborative, high-performing team environment.
• Uphold the organisation’s values, kaupapa and commitment to iwi, whanau and future generations.
• Maintain the highest standards of confidentiality, discretion, professionalism and integrity.

Ko wai koe | About You

You will be a highly capable and organised professional who takes pride in producing accurate, high-quality work. You will be comfortable working with senior leaders and governance groups, managing competing priorities and dealing with sensitive information.

You will be proactive and solutions-focused, with the confidence to take ownership of your work, anticipate what is needed and get things done.

To be successful, you will ideally bring:

• Previous experience in a Board Secretary, governance support, Executive Assistant, senior administration or similar role.
• Experience preparing high-quality Board papers, agendas, minutes, reports and other complex documents.
• Excellent organisational and time-management skills, with exceptional attention to detail and accuracy.
• Strong written and verbal communication skills and the ability to communicate confidently with a wide range of people.
• Proven ability to manage competing priorities, meet deadlines and work calmly.
• Strong project coordination skills, including the ability to plan, track and report on deliverables.
• Excellent Microsoft Office skills and confidence working with complex documents, spreadsheets, presentations and document management systems.
• Experience with Xero or similar accounting and financial management systems.
• Strong digital capability and the ability to quickly learn and adapt to new systems and technology.
• Experience or knowledge of workplace health and safety coordination, including emergency procedures, hazard management, incident reporting and compliance.
• A proactive, practical and solutions-focused approach, with the ability to anticipate needs and resolve issues.
• Exceptional discretion and confidentiality, with the maturity to handle sensitive, commercially confidential and governance information appropriately.
• An appreciation of, or experience working within, a kaupapa Maori environment.
• Intermediate or higher proficiency in Tikanga and Te Reo Maori would be highly advantageous.

Why apply?

This is an opportunity to play a key role in an organisation making a meaningful difference for Maori communities and the health and wellbeing of our people and environment.

You will work closely with senior leadership and governance and have the opportunity to contribute across a broad range of organisational priorities. No two days will be the same, and your ability to keep things organised, build trusted relationships and make things happen will be highly valued.

If you are looking for a role where your governance, project coordination and organisational skills can make a genuine impact, we would love to hear from you.

Applications Close: Monday 31st August 2026

Our Area Manager, Angelique Scott and our Client Solutions Manager, Emma Clapperton look forward to reviewing your application.

For more information, please contact our team - Te Rina, Haley, Emma or Angelique on [phone].

You must be eligible to work in NZ, have NZ residency, or hold a valid NZ work permit.