Executive Assistant (Mayor Councillor Support)

Hauraki District Council; Paeroa; On-site; NZD 70,000 - 95,000; Full time

Benefits offered by this job

Supportive team environment

Professional development

Meaningful community work

Job summary

Hauraki District Council is seeking an Executive Assistant to support the Mayor and Councillors, helping keep the office organized, on schedule and prepared for meetings and events. You will manage diaries, travel, correspondence, and governance tasks, build trusted relationships, and bring discretion and clear communication to every interaction.

Experience in the public sector is valued, and NZQA Level 5 qualifications are desirable.

Qualifications

• Proven experience in a similar Executive Assistant or senior administrative role.
• Experience in government or public sector preferred.
• NZQA Level 5 qualification desirable.
• Strong organisational skills with ability to prioritise multiple demands.
• Excellent written and verbal communication.

Responsibilities

• Provide proactive executive support to the Mayor and Councillors.
• Coordinate diaries, meetings, travel and governance tasks with accuracy.
• Support during busy periods or absences to keep things moving.
• Build trusted relationships with staff, elected members and the public.
• Balance competing priorities with discretion and sound judgement.
• Apply MS Office and information systems effectively.
• Contribute to the council's values-based culture.

Skills

Executive Assistant

Calm under pressure

Highly organised

Prioritisation

Clear communication

Problem-solving

Relationship building

MS Office

Education

NZQA Level 5

Job description

Executive Assistant/ Kaiwhakahaere Taituarā to the Mayor / Mea

Are you someone who can read the room, stay calm when priorities shift, and bring people, details and deadlines together with confidence?

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

We are looking for a calm, trusted and highly organised professional who enjoys supporting leaders, building strong relationships, and helping an important office run smoothly.

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

Mō Tēnei Tūranga | About the Role:

In this role, you will support the Mayor of Hauraki District Council and report to the Democracy and Customer Experience Manager.

As Executive Assistant, you will be a key person 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 and logistics, anticipate what is needed, and provide practical support that keeps the Mayor's office running well.

Ngā Kawenga Matua | Key Responsibilities:

• Provide proactive and thoughtful executive support to the Mayor and Councillors, helping them stay organised, informed and prepared.
• Coordinate diaries, meetings, correspondence, travel, accommodation, functions and governance development with care, accuracy and professionalism.
• Work alongside Democracy Services and the Executive Assistant team to keep things moving during busy periods or absences.
• Build trusted working relationships with elected members, the Chief Executive, staff and the public, bringing discretion, sound judgement and clear communication to every interaction.
• Balance competing priorities, deadlines and detail with confidence, care and a steady approach.
• Apply advanced Microsoft Office and Word skills, a strong customer service focus, and confidence with office, records and information systems.
• Contribute to Hauraki District Council's values-based culture, living The Hauraki Way through communication, respect, commitment and positivity

Ngā Pūkenga me ngā Wheako | Key Skills and Qualifications:

• Proven experience in a similar Executive Assistant or senior administrative role, preferably within government or a public sector environment.
• Executive Assistant or related qualifications to NZQA Level 5 (desirable)
• Demonstrated experience in preparing formal meeting minutes with a high degree of accuracy.
• You are highly organised, calm under pressure, and comfortable prioritising across multiple demands.
• You bring a solutions-focused mindset and take 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 and other relevant software.

He aha mātou e tuku | What We Offer:

• A supportive and values-led team environment within local government.
• Opportunities to grow your skills and continue your professional development.
• The chance to contribute to meaningful work that 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 encourage you to bring your skills, experience and unique perspective to our team.