Executive Assistant

Theuniversityofauckland; Auckland; Hybrid; NZD 82,000 - 94,000; Full time

Benefits offered by this job

Company superannuation

5 weeks annual leave

Flexible working from home

Parental leave

On-site childcare

Staff discounts

Job summary

The University of Auckland is seeking an experienced Executive Assistant to the Director of Education Strategy & Enablement and Pro Vice-Chancellor Student Success and Experience.

You will provide high-quality, confidential executive support to ensure the portfolio runs smoothly and strategically, coordinating calendars, meetings, briefs and stakeholder communications.

Qualifications

• 5+ years experience supporting leaders as Personal/Executive Assistant or senior administrative roles.
• Outstanding organisational and time management; ability to prioritise and handle pressures.
• Excellent communication skills, written and verbal.
• High proficiency in Microsoft 365 and a quick learner of new systems/AI tools.
• Discretion and professionalism in handling confidential information.

Responsibilities

• Executive support: advanced diary/inbox management, meetings and committee coordination, minute-taking, travel and expenses, briefs and correspondence.
• Operations: maintain efficient systems, document control, support projects and events.
• Stakeholder liaison: build relationships with internal/external partners with discretion.
• Customer service & improvement: deliver reliable service, seek feedback and drive process improvements.
• On-campus support for key meetings and visiting delegations as needed.

Job description

Waipapa Taumata Rau | The University of Auckland

The University of Auckland is Aotearoa’s leading university and largest research institution, ranked in the Global top 100. We employ over 9,000 staff and support 50,000 students to achieve their ambitions. As one of New Zealand’s most enduring brands, the University leads the way in teaching and research excellence positively impacting the lives of its people, communities and society at large.

Te Whiwhinga mahi | The opportunity

As Executive Assistant to the Director - Education Strategy & Enablement and Pro Vice-Chancellor Student Success and Experience, you’ll provide high‑quality, confidential executive support that keeps a complex portfolio moving, freeing the DVC’s time to focus on strategy, leadership, and outcomes for learners and educators. You’ll run the day‑to‑day rhythm: prioritising a dynamic calendar, guiding communications, coordinating key meetings and committees, and ensuring decisions and actions flow smoothly across the University. You’ll also own critical admin processes (travel, expenses, documentation) and be a trusted first point of contact for senior stakeholders.

Key responsibilities include:

• Executive support: Advanced diary/inbox management, meeting and committee coordination, minute‑taking, travel and expenses, and preparation of briefs, presentations, and correspondence.
• Operations & workflow: Maintain efficient systems and procedures, manage filing and document control, and support portfolio projects and events to agreed timeframes and quality.
• Stakeholder liaison: Build strong relationships with internal and external partners; act with discretion, judgement, and professionalism when handling sensitive matters.
• Customer service & improvement: Deliver reliable, accurate service; seek feedback; and contribute to continuous improvement across the portfolio’s processes.
• On‑campus support as needed for key meetings, forums, and visiting delegations.

The role is a full-time,permanent role (37.5 hours per week)

The remuneration is $82,000-$94,000+ per annum, dependent on skills and experience.

For more information about this role, please refer to the Position Description.

He kōrero mōu | About you

We’re seeking confident and experienced Executive Assistants who excel in a busy and complex environment and take pride in delivering effective support. To succeed in this role, you’ll bring:

• Experience (5+ years) supporting leaders as either a Personal Assistant, Executive Assistant or with senior administrative experience.
• Exceptional organisational and time management skills, with the ability to anticipate needs, manage multiple priorities, and stay calm under pressure.
• Outstanding communication skills – written, verbal, and interpersonal
• High-level proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and a natural ability for learning new systems and tools, including AI
• Proactive, solutions-focused approach, demonstrating sound judgement, discretion, and professionalism in handling sensitive and confidential information.

What we offer | Ngā āhuatanga kei a mātou

We offer you more than just a job. We offer you the opportunity to be part of a dynamic, world-class educational institution that provides benefits and support throughout your career to help you develop and grow.

We are committed to providing a supportive working environment through:

• Up to 6.75% company superannuation scheme
• A competitive salary with five weeks of annual leave. With the option to buy and sell additional leave.
• Flexible employment practices. Including partial working from home and adaptive working hours.
• A generous and inclusive parental leave policy.

In addition, we offer career development programmes, discounted car parking, on-site childcare options, leisure and recreation facilities, and a number of other discounted products and services.

For more information, please visit Staff Benefits.

Equity

The University is committed to meeting its obligations under the Treaty of Waitangi and achieving equity outcomes for staff and students in a safe, inclusive, and equitable environment. For further information on services for Māori, Pacific, women, LGBTQIATakatāpu iMVPFAFF, people with disabilities, parenting support, flexible work and other personal circumstances go to www.equity.auckland.ac.nz