Executive Assistant

New Zealand Doctor; Auckland; Hybrid; NZD 80,000 - 90,000; Full time

Benefits offered by this job

Salary: NZD 80,000–NZD 90,000pa

Five weeks annual leave

Flexible working arrangements (WFH)

Public transport discounts

KiwiSaver / Superannuation

Job summary

The University of Auckland is seeking an Executive Assistant to join the EA Practice, providing proactive, high-quality support to senior leaders. You will coordinate high-profile meetings, manage competing priorities, and support key projects across a large university.

The role is full-time (37.5 hours, Monday to Friday) with a salary range of NZD 80,000 to 90,000 per year. You will work with experienced colleagues committed to professional development and flexible, inclusive ways of working.

Qualifications

• Excellent written and verbal communication; capable of managing stakeholders.
• Strong organisational and time-management skills.
• Proactive, solutions-focused with ownership.
• Discretion handling confidential information with professionalism.
• Commitment to service excellence and working with others.
• MS 365 proficiency and willingness to learn university systems.

Responsibilities

• Managing complex calendars for senior leaders.
• Coordinating meetings, workshops and events, including complex travel arrangements.
• Taking minutes and preparing agendas, papers, and correspondence.
• Building relationships with stakeholders across the University.
• Anticipating issues and identifying practical solutions.
• Supporting projects and initiatives to improve efficiency.
• Collaborating with the EA Practice to provide seamless support.

Skills

Communication skills

Organisation

Time management

Discretion & judgement

Service excellence

MS 365 proficiency

Tools

Microsoft 365

Outlook

Teams

Word

Excel

PowerPoint

Job description

Waipapa Taumata Rau | The University of Auckland

At the University of Auckland, Executive Assistants are instrumental in turning ambition into action. As trusted strategic partners, they enable senior leaders to focus on what matters most, using exceptional organisation, sound judgement, and strong relationships to make a meaningful contribution to the University’s success every day.

We are seeking an exceptional professional to join our growing EA Practice as an Executive Assistant. Whether you are an experienced EA or an administrator / coordinator ready to progress your career, this is an exciting opportunity to join an innovative team transforming executive support across the University.

Job Description

Why Join the EA Practice?

The EA Practice was established to create a professional community of Executive Assistants who support one another, share expertise, and deliver outstanding service to the University's senior leaders.

Today, our team supports some of the University's most influential leaders, helping them navigate complex priorities and deliver meaningful outcomes for staff, students, and the wider community.

Joining the EA Practice means more than taking on a role, you become part of a team that:

• Invests in professional development and career growth.
• Shares knowledge, resources, and best practice.
• Supports flexible and sustainable ways of working.
• Encourages innovation and continuous improvement.
• Celebrates successes and learns together.

You’ll be surrounded by experienced colleagues who genuinely want to see each other succeed.

As an Executive Assistant, you will provide proactive, high-quality support to senior leaders, helping them focus on strategic priorities and organisational outcomes.

This fast-paced, varied role involves coordinating high-profile leadership meetings, managing competing priorities, supporting key projects, and resolving complex issues.

Key responsibilities include:

• Managing complex, changing calendars.
• Coordinating meetings, workshops and events, with particular responsibility for managing complex domestic and international travel arrangements.
• Taking accurate, high-quality minutes that clearly capture key decisions and actions, and preparing agendas, papers, presentations, and correspondence.
• Developing strong relationships with stakeholders across the University.
• Anticipating issues and identifying practical solutions.
• Supporting projects and initiatives that improve efficiency and effectiveness.
• Collaborating with colleagues across the EA Practice to provide seamless executive support.

This is a full-time Permanent role (37.5 hours per week, Monday to Friday).The salary range is $80,000 - $90,000pa.

A full description of your duties and the role are provided in the position description linked HERE .

You will bring:

• Excellent written and verbal communication skills, professional stakeholder management, and the ability to build effective working partnerships with senior leaders.
• Strong organisational and time-management skills, with the ability to plan ahead and manage competing priorities.
• A proactive, solutions-focused approach, taking ownership and following through on responsibilities.
• Sound judgement, professionalism and discretion, particularly when handling confidential or sensitive information.
• A strong commitment to service excellence, supported by an approachable and dependable manner.
• Strong Microsoft 365 skills, particularly Outlook, Teams, Word, Excel and PowerPoint, alongside a willingness to learn University systems and use AI responsibly.
• A collaborative approach, including sharing knowledge, providing cover, following agreed EA Practice standards and adapting to different leaders’ working styles.
• An understanding of working within a complex organisation, preferably a university or public sector setting.
• A commitment to University values and to developing an understanding of te ao Māori.

Above all, you will enjoy working as part of a team, contribute positively to the culture, and take pride in delivering high-quality work.

Waipapa Taumata Rau | The University of Auckland is New Zealand's leading university, guided by a commitment to excellence and service to our communities. With more than 8,000 academic and professional staff, we support a diverse community of over 50,000 students.

Guided by our values , we work collaboratively to advance knowledge, foster equity and inclusion, and contribute meaningfully to New Zealand's social, cultural, and economic well-being.

We cultivate an environment that supports your growth and rewards hard work with a range of staff benefits , including:

• Competitive salary and five weeks of annual leave.
• Discounted public Transport for permanent staff
• Superannuation/KiwiSaver, matching up to 6.75%.
• Flexible working arrangements, including working from home and flexible hours.
• Leading, and inclusive parental leave provisions.
• Career development opportunities and a range of benefits, including discounted insurance, memberships, and on-site amenities.

Additional Information

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