Executive Assistant - Group Director of Operations

Health New Zealand | Capital, Coast and Hutt Valley; Tauranga; On-site; NZD 85,000 - 120,000; Full time

Job summary

Health New Zealand | Te Whatu Ora Tauranga Hospital is seeking an experienced Executive Assistant to the Group Director of Operations. This role provides high-quality executive support, manages a complex diary, and coordinates priorities to ensure matters are progressed at the right time.

You will prepare high-quality correspondence and presentations, support key meetings and initiatives, and help maintain effective communication across the Directorate in a busy operational environment.

Qualifications

• Proven experience supporting a senior executive in a large or government organisation.
• Experience supporting a senior executive in a complex, fast-moving environment.
• Excellent organisational skills with the ability to prioritise and manage competing demands.
• Exceptional communication and relationship management with senior leaders and external agencies.
• Strong proficiency with Microsoft Office; ability to prepare high-quality presentations and executive documents.
• Willingness to embrace emerging technologies, including AI, to improve efficiency.
• Sound judgement, discretion and professionalism when handling confidential information.

Responsibilities

• Providing high-quality executive support to the Group Director of Operations and leadership team.
• Managing a complex diary and coordinating changing and competing priorities.
• Identifying urgent matters and ensuring escalation as needed.
• Preparing correspondence, reports, presentations and other professional documentation.
• Coordinating meetings, actions and priorities across the Directorate Leadership Team.
• Supporting organisational initiatives, projects and operational priorities.
• Using digital tools, including AI-enabled technology, to improve administrative processes.
• Building effective relationships with internal and external stakeholders.
• Handling confidential information with discretion and sound judgement.

Skills

Executive support

Diary management

Prioritisation

Interpersonal skills

Communication

Microsoft Office

AI tools awareness

Discretion

Tools

Microsoft Office Suite

Job description

• Permanent, full-time role at Tauranga Hospital
• High impact executive support across Hospital & Specialist Services
• Collaborative team, meaningful work, great location

Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.

About the Role

As Executive Assistant to the Group Director of Operations, you will provide high-quality executive support that enables the effective operation of Hospital & Specialist Services.

This is a varied and trusted role where you will manage a complex diary, coordinate priorities and ensure important matters are identified and progressed at the right time. You will prepare high-quality correspondence, presentations and other documentation, support key meetings and initiatives, and help maintain effective communication across the Directorate.

Working closely with the Group Director of Operations and district leadership team, you will help anticipate upcoming priorities, coordinate activity and keep work moving across a busy operational environment. You will build strong relationships with a wide range of people and handle sensitive and confidential information with sound judgement and discretion.

You will also have opportunities to use digital tools, including AI-enabled technology, to improve meeting management, workflows and administrative processes.

Key responsibilities include:

• Providing high-quality executive support to the Group Director of Operations and leadership team.
• Managing a complex diary and coordinating changing and competing priorities.
• Identifying urgent or emerging matters and ensuring these are escalated appropriately.
• Preparing correspondence, reports, presentations and other professional documentation.
• Coordinating meetings, actions and priorities across the Directorate Leadership Team.
• Supporting key organisational initiatives, projects and operational priorities.
• Using digital tools, including AI-enabled technology, to improve administrative processes and ways of working.
• Building effective relationships with internal and external stakeholders.
• Handling confidential and sensitive information with discretion and sound judgement.

About the Location

You'll join the district leadership team based onsite at Tauranga Hospital, supporting leaders and teams who are committed to delivering safe, high-quality healthcare across the Bay of Plenty. Working collaboratively with colleagues from across Health New Zealand, you'll be part of an organisation focused on improving health outcomes and achieving equity for the communities we serve.

About you

You are a highly organised and proactive professional with experience supporting a senior executive in a complex, fast moving environment.

You thrive on variety, can manage competing priorities with composure, and have exceptional interpersonal and communication skills. You're known for your initiative, confidentiality, and ability to anticipate needs before they arise.

You naturally build strong working relationships and maintain a calm, solutions focused approach under pressure. Most importantly, you will bring a commitment to high-quality support and to work that contributes to better outcomes for the communities we serve.

You will bring:

• Proven experience as an Executive Assistant or in a similar senior administrative role, ideally within a large or government organisation.
• Experience supporting a senior executive leader in a complex environment.
• Excellent organisational skills with the ability to prioritise, anticipate needs, and manage competing demands.
• Exceptional communication and relationship management skills, including with senior leaders and external agencies.
• Strong proficiency in the Microsoft Office Suite, including the ability to prepare high-quality presentations, reports, and executive documentation.
• Confidence using digital tools and a willingness to embrace emerging technologies, including AI, to improve efficiency and effectiveness.
• Sound judgement, discretion, and professionalism when managing confidential or sensitive information.
• A proactive, adaptable attitude and a commitment to delivering high-quality support.

Working at 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. We welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities.