Executive Assistant

Universities New Zealand; Wellington; On-site; NZD 65,000 - 90,000; Full time

Benefits offered by this job

Heart of Wellington-based team

Diverse governance role

Collaborative professional environment

Job summary

Universities New Zealand – Te Pōkai Tara is seeking an experienced Executive Assistant to provide high-level support to the Secretary General and the wider team in Wellington. You will manage diaries, coordinate governance meetings, prepare papers and briefing materials, and oversee office administration and records management.

You will build strong relationships with internal and external stakeholders, including senior university leaders and government partners, while handling sensitive

Qualifications

• Significant experience as an Executive Assistant or senior administrator.
• Experience supporting boards, committees, or governance groups.
• Outstanding organisational skills and attention to detail.
• Strong written communication and document preparation abilities.
• Advanced Microsoft Office skills and experience with document management systems.
• Ability to manage competing priorities and maintain confidentiality.

Responsibilities

• Diary management, meetings, travel, and correspondence for the Secretary General.
• Coordinate governance and committee meetings, including agendas, papers, minutes and action tracking.
• Prepare high-quality documentation, presentations, reports, and briefing materials.
• Support office administration, supplier coordination, onboarding and records management.
• Build strong relationships with internal and external stakeholders while handling sensitive information with discretion.

Skills

Executive support

Governance support

Organisational skills

Written communication

Confidentiality

Stakeholder engagement

Tools

Microsoft Office

Document management systems

Job description

Universities New Zealand – Te Pōkai Tara is the peak body for New Zealand's eight universities, representing their collective voice nationally and internationally. Also known as the New Zealand Vice-Chancellors Committee, the organisation supports quality assurance, sector coordination, public policy engagement, and scholarship administration, helping ensure New Zealand universities continue to deliver high-quality education.

We are seeking an experienced and highly organised Executive Assistant to provide executive, governance, and administrative support to the Secretary General and wider Universities New Zealand team.

This is a pivotal role responsible for ensuring the smooth operation of the Secretary General's office while supporting governance activities across the university sector. You'll work closely with senior leaders, including Vice-Chancellors from New Zealand's universities, government agencies, and key stakeholders.

Your responsibilities will include:

Supporting Secretary General with diary management, meetings, travel, and correspondence.

Coordinating governance and committee meetings, including agendas, papers, minutes, and action tracking.

Preparing high-quality documentation, presentations, reports, and briefing materials.

Supporting office administration, supplier coordination, onboarding and records management.

Building strong relationships with internal and external stakeholders while handling sensitive information with discretion.

Ko koe tēnei | About you

To be successful in this role, you will bring:

Significant experience as an Executive Assistant or senior administrator.

Experience supporting boards, committees, or governance groups.

Outstanding organisational skills and attention to detail.

Strong written communication and document preparation abilities.

Advanced Microsoft Office skills and experience with document management systems.

The ability to manage competing priorities and maintain confidentiality.

Confidence working with senior executives and external stakeholders.

Ka whiwhi koe i te aha | What you'll get in return

• Opportunity to work at the heart of New Zealand's university sector.
• Diverse role combining executive support, governance, and office management.
• Collaborative and professional Wellington-based team.
• Contribute to an organisation that champions higher education across New Zealand.

To be considered for this position you must have a legal right to live and work in New Zealand

Universities New Zealand – Te Pōkai Tara recognises the importance of diversity and inclusion and is committed to providing a working environment that embraces these values. Please let us know if you need any support or have any access requirements that will help you through the recruitment process.