EA / Business Support Coordinator

Health New Zealand | Te Whatu Ora; Wellington; On-site; NZD 70,000 - 100,000; Full time

Job summary

Health New Zealand | Te Whatu Ora in Wellington Central is seeking an experienced Executive Assistant / Business Support Coordinator to support the Head of Office of the National Director Infrastructure and coordinate the business of the National Director's office. You will manage complex calendars, travel and meetings, and prepare high-quality documentation and presentations.

You will also coordinate internal communications, maintain SharePoint content, assist with finance and procurement

Qualifications

• Experienced Executive Assistant or business support professional who handles busy days and deadlines.
• Capable of preparing polished documentation, coordinating across multiple teams and building trusted relationships.
• Strong written and verbal communication with attention to detail and discretion.
• Proficient in Microsoft Office and SharePoint for internal communications and docs.

Responsibilities

• Manage complex calendars, travel and meeting arrangements for senior leaders.
• Prepare high-quality documentation and presentations and track actions to prioritise work across the group.
• Coordinate internal communications and maintain SharePoint content; assist with finance and procurement admin.
• Support onboarding and offboarding of employees and contractors; plan staff hui and virtual town halls.
• Help ensure priorities across the Infrastructure and Investment Group are well coordinated and opportunities to improve office workflows are pursued.

Skills

Executive support

Microsoft Office

Communication

Attention to detail

Organization

Independent working

Education

Admin or comms qualification

Tools

SharePoint

Outlook

Word

Excel

PowerPoint

Teams

Job description

Health New Zealand | Te Whatu Ora is the country's largest employer, delivering universal public healthcare to 5 million New Zealanders.

We provide essential hospital, specialist, and community health services across 80+ locations — from large urban centres to rural towns and remote communities.

Our goal is to improve health outcomes for all New Zealanders by delivering equitable, accessible and innovative care.

About the Role

Help keep a national health infrastructure group moving. As Executive Assistant / Business Support Coordinator, you will support the Head of Office of the National Director Infrastructure and coordinate the business of the National Director's office, connecting people, information and priorities across the Infrastructure and Investment Group.

You will manage complex calendars, travel and meeting arrangements, prepare high-quality documentation and presentations, track actions and help ensure priorities are well coordinated across the Infrastructure and Investment Group.

Alongside executive support, you will coordinate internal communications, maintain SharePoint content, assist with finance and procurement administration, and support employee and contractor onboarding and offboarding. You will also help deliver staff hui, virtual town halls and other engagement activities, taking responsibility for the planning, materials, technology and logistics that keep these events running smoothly.

This is more than diary management. Working closely with senior leaders and teams across the group, you will spot what needs attention, follow through on actions and keep competing priorities on track. You will have scope to improve how the office works, not just keep it running.

About the Team/Service/Location

The Infrastructure and Investment Group helps shape and deliver the facilities and infrastructure New Zealand's health system needs. Our work supports the places where care happens, from maintaining existing assets to delivering infrastructure projects and programmes.

We provide support, oversight and assurance across asset management, asset maintenance projects and programmes, helping ensure health facilities, sites and equipment are compliant, safe and fit for purpose.

This role sits within the Office of the National Director Infrastructure and works closely with leadership teams, Executive Assistants and wider corporate functions, including HR, Finance, Procurement and Digital Services.

Based in Wellington, you will be part of a collaborative business support environment that helps connect people, information and priorities across a complex national group.

About you

You are an experienced Executive Assistant or business support professional who sees what needs doing and gets on with it. You bring order to busy days, stay ahead of deadlines and make sure actions do not get lost. You are comfortable working with senior leaders, know when to use your judgement or seek direction, and handle sensitive information with discretion.

Clear communication and attention to detail are central to how you work. You can prepare polished documentation, coordinate across multiple teams and build trusted relationships with a wide range of people.

You will bring

• A relevant qualification in administration, business support, communications or a related field.
• Substantial experience providing executive assistance, business support or senior administrative support within a large or complex organisation.
• Experience supporting senior leaders and coordinating activity across multiple stakeholders and teams.
• Strong organisational and prioritisation skills, with the ability to manage competing demands and meet deadlines.
• Experience coordinating meetings, workshops, hui, communications, reporting and administrative activities.
• Experience supporting finance, procurement, supplier, contractor or related business processes.
• Excellent written and verbal communication skills, with strong attention to detail.
• Confidence preparing, proofreading, formatting and publishing business documents and internal communications.
• Experience maintaining SharePoint pages, intranet content or other digital communication channels.
• Sound judgement, discretion and professionalism when handling confidential or sensitive information.
• Proficiency across Microsoft Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• The ability to work independently and collaboratively, adapt to changing priorities and identify more effective ways of working.

Working for Health New Zealand

Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community.

Job details

Job Reference:

Job Reference: NZ/1954932

Location:

North Island - Wellington - Wellington Central

Job type:

Job type: Permanent Full time

Expertise:

Non-clinical - Administration - Administration