Executive Assistant (Mayor Councillor Support)

Hauraki Council; New Zealand; On-site; NZD 70,000 - 100,000; Full time

Job summary

Hauraki District Council in New Zealand seeks an Executive Assistant to support the Mayor and Councillors. You will manage calendars, coordinate meetings and travel, and provide proactive administrative support to keep the Mayor’s office running smoothly.

We value calm, organised professionals who build strong relationships, exercise sound judgement and communicate clearly. Government experience and NZQA Level 5 qualifications are desirable.

Qualifications

• Experience in executive support, preferably within government or public sector.
• Calm under pressure with strong organisational skills.
• Excellent written and verbal communication.

Responsibilities

• Provide proactive executive support to the Mayor and Councillors, keeping them informed and prepared.
• Coordinate diaries, meetings, travel, accommodation, functions and governance development with care and professionalism.
• Collaborate with Democracy Services and the Executive Assistant team to keep operations moving during busy periods.
• Build trusted relationships with elected members, the Chief Executive, staff and the public with discretion and clear communication.
• Balance competing priorities and deadlines with a steady, proactive approach.
• Utilise Microsoft Office and information systems to support efficient office administration.

Skills

Relationship management

Calendar management

Communication

Time management

Education

NZQA Level 5 qualification

Tools

Microsoft Office Suite

Job description

Executive Assistant (Mayor Councillor Support)

Executive Assistant/ Kaiwhakahaere Taituarā to the Mayor / Mea

Are you someone who can read the room, staycalm when priorities shift, and bring people, details and deadlines togetherwith confidence?

This is a great opportunity to join a council with heart, purpose and realcommunity impact.

We are looking for a calm, trusted and highlyorganised professional who enjoys supporting leaders, building strongrelationships, and helping an important office run smoothly.

Stays composed under pressure and makes effectiveuse of downtime for proactive planning.

In this role, you will support the Mayor ofHauraki District Council and report to the Democracy and Customer ExperienceManager.

As Executive Assistant, you will be a keyperson behind the scenes, helping the Mayor and elected members stay prepared,organised and focused on their mahi. You will manage time-sensitive administration, coordinate meetings andlogistics, anticipate what is needed, and provide practical support that keepsthe Mayor’s office running well.

• Provide proactive and thoughtful executivesupport to the Mayor and Councillors, helping them stay organised, informed andprepared.
• Coordinate diaries, meetings,correspondence, travel, accommodation, functions and governance developmentwith care, accuracy and professionalism.
• Work alongside Democracy Services and theExecutive Assistant team to keep things moving during busy periods or absences.
• Build trusted working relationships withelected members, the Chief Executive, staff and the public, bringingdiscretion, sound judgement and clear communication to every interaction.
• Balance competing priorities, deadlines anddetail with confidence, care and a steady approach.
• Apply advanced Microsoft Office and Wordskills, a strong customer service focus, and confidence with office, recordsand information systems.
• Contribute to Hauraki District Council’svalues-based culture, living The Hauraki Way through communication, respect,commitment and positivity

• Proven experience in a similar ExecutiveAssistant or senior administrative role, preferably within government or apublic sector environment.
• Executive Assistant or relatedqualifications to NZQA Level 5 (desirable)
• Demonstrated experience in preparing formalmeeting minutes with a high degree of accuracy.
• You are highly organised, calm underpressure, and comfortable prioritising across multiple demands.
• You bring a solutions-focused mindset andtake a proactive approach to problem-solving.
• You communicate clearly and confidently,and you enjoy building trust with a wide range of people.
• Proficient in Microsoft Office Suite andother relevant software.

• Asupportive and values-led team environment within local government.
• Opportunities to grow your skills andcontinue your professional development.
• The chance to contribute to meaningful workthat supports our Mayor, elected members and community.

We are committed to diversity and inclusion,and welcome applicants from all backgrounds. Nau mai, haere mai – we encourageyou to bring your skills, experience andunique perspective to our team.

If this sounds like you, we would love to hearfrom you!