Executive Assistant and Board Secretary

Comcare Trust; Christchurch; On-site; NZD 65,000 - 95,000; Full time

Job summary

Comcare is seeking an accomplished Executive Assistant / Board Secretary to provide expert, high‑level support to our Chief Executive, Executive Leadership Team, and Board. You will manage calendars, prepare papers, take accurate minutes and maintain governance records, while liaising with board members and external stakeholders to support clear communication and decision making.

This permanent 40‑hour‑per‑week role is based at 334 Lincoln Road, Christchurch, and requires professionalism,

Qualifications

• Extensive experience at a senior administrative level in Board Secretary and Executive Assistant roles, preferably in not‑for‑profit, health, or social services.
• Experience supporting Boards and committees, including agenda preparation, minute taking, and action follow‑up.
• Strong governance knowledge with ability to maintain records, registers and compliance docs.
• Exceptional organisational skills.
• High discretion, professionalism and integrity with confidential information.
• Excellent written and verbal communication for executive and board engagement.
• Emotional intelligence, sound judgement, and calm under pressure.
• Commitment to Te Tiriti o Waitangi and respectful cross‑cultural collaboration.
• Proficiency with digital tools and systems (e.g., Microsoft Office, SharePoint, document mgmt systems).

Responsibilities

• Provide high‑level executive support to the Chief Executive and Leadership Team (calendar management, correspondence, priority coordination).
• Deliver comprehensive board/committee secretariat support (agenda prep, papers distribution, minute taking, action tracking).
• Coordinate Board and subcommittee meetings with records, follow‑ups and governance compliance.
• Handle sensitive information with professionalism, discretion, and cultural awareness.
• Support organisational planning cycles, reporting deadlines, and key events.
• Contribute to a values‑based workplace aligned with Te Tiriti and community commitments.

Skills

Executive support

Board secretariat

Minute taking

Governance

Discretion

Communication

Emotional intelligence

Cultural awareness

Te Tiriti awareness

Digital tools

Tools

Microsoft Office

SharePoint

Document management systems

Job description

Executive Assistant/Board Secretary

Permanent Full Time Position (40hrs)

Based at 334 Lincoln Road Christchurch

About us

Comcare is an established Mental Health and Housing provider assisting people with mental health or addiction issues to live well in the community. We provide a rich and diverse range of Mental Health Support Services, Housing and Housing Support Services.

About this role

We are seeking an accomplished Executive Assistant / Board Secretary to provide expert, high-level support to our Chief Executive, Executive Leadership Team, and Board. Working at the heart of a values led Not for Profit organisation, this role is integral in supporting strong governance and effective leadership.

You will provide end to end executive and board secretariat support, including coordinating board and subcommittee meetings, preparing and distributing board papers, taking accurate minutes, and maintaining governance records. You’ll act as a trusted liaison with board members, the Executive Leadership team, and external stakeholders, supporting clear communication and decision making.

This role suits someone who brings professionalism, discretion, and emotional intelligence. You’ll be highly organised, detail focused and proactive, with the ability to juggle competing priorities while remaining calm and responsive. Above all, you’ll be aligned with our Kaupapa, our Uara and commitment to supporting positive outcomes for our clients and communities.

What you’ll be doing

• Provide high level executive support to the Chief Executive and Executive Leadership Team, including calendar/meeting management, correspondence, and coordination of priorities
• Deliver comprehensive board and committee secretariat support, including agenda preparation, collation and distribution of papers, minute taking, and action tracking
• Coordinate all Board and subcommittee meetings, ensuring accurate records, timely follow up, and compliance with governance requirements
• Handle sensitive and confidential information with professionalism, discretion, and cultural awareness
• Support organisational planning cycles, reporting deadlines, and key events as required
• Contribute to a values‑based workplace culture aligned with the organisation’s Uara, kaupapa and commitment to mental health and addictions and housing services

About you

To be successful in this role, you will have:

• Extensive and well-established experience operating at a senior administrative level, in Board Secretary and Executive Assistant roles, preferably within not-for-profit, health, or social service environments.
• Demonstrated experience supporting Boards and committees, including agenda preparation, high‑quality minute taking, and follow‑up of actions
• Strong understanding of governance processes and the ability to maintain accurate records, registers, and compliance documentation
• Exceptional organisational skills
• High levels of discretion, professionalism, and integrity when handling confidential and sensitive information
• Excellent written and verbal communication skills, with confidence engaging professionally at executive and board level
• Emotional intelligence, sound judgement, and the ability to work calmly.
• A demonstrated commitment to Te Tiriti o Waitangi, with the ability to work respectfully and effectively across culturally diverse contexts
• Proficiency with digital tools and systems (e.g. Microsoft Office, Sharepoint portals, document management systems)

Eligibility

Applicants for this position must have the legal right to work in NZ and consent to undergo a criminal record check process

What we offer

In return Comcare provides a supportive and positive culture that is committed to the ongoing development of its workforce in an area of growing need.

“Kotewhakaora, hehīkoiwhakamārama.Mānaanōtōnaakearawhakaoraewhakarau”

“A journey of discovery where an individual leads their own unique process of moving forwards”