Executive Assistant (Wellington)

University of Otago; Wellington; On-site; NZD 76,000 - 81,000; Full time

Benefits offered by this job

Superannuation

5 weeks annual leave

Family friendly employer

Professional development

Job summary

University of Otago in Wellington seeks an Executive Assistant to provide high-level, confidential support to the Dean and Head of Region. You will manage diaries, handle correspondence, coordinate campus-wide events, and assist with projects in a fast-paced academic division.

The role is part of the Divisional Services and Administration team, with a focus on excellence, proactive service, and continuous improvement.

Qualifications

• Excellent written and verbal communication.
• Experience supporting senior leadership.
• Strong organisational and diary management is essential.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide high-level support to the Dean and Head of Region.
• Manage diaries, correspondence, meeting administration, and events.
• Identify and resolve issues, taking initiative on solutions.
• Prepare and review high-level communications and documents.

Skills

Communication skills

Attention to detail

Adaptability

Judgement

Resilience

Job description

• Salary + 6.5% Superannuation + 5 weeks annual leave.
• Family friendly employer.

DIVISIONAL SERVICES AND ADMINISTRATION | WHAKARATOKA ME NGĀ WHAKARITEKA Ā-WĀHAKA

UNIVERSITY OF OTAGO, WELLINGTON | ŌTĀKOU WHAKAIHU WAKA, PŌNEKE

• Salary + 6.5% Superannuation + 5 weeks annual leave.
• Family friendly employer.
• Professional development opportunities.

The role | Te mahi

We’re looking for a proactive, experienced Executive Assistant to support our Senior Leadership Team in high-impact role. This role offers the chance to provide trusted, confidential support while keeping operations running seamlessly, perfect for a polished EA or senior administrator with a strong track record at executive level.

This Executive Assistant role provides high-level, proactive support to the Dean and Head of Region acting as the first point of contact and ensuring priorities are managed effectively to support the smooth operation of a large, student-focused academic division.

This role is part of the Divisional Services and Administration team, flexibly providing administrative services across the University. A strong customer service orientation and commitment to continuous improvement initiatives is critical to your success.

Key responsibilities include:

• Providing a responsive first point of contact for the Dean, anticipating needs and triaging requests by urgency.
• High level diary management, correspondence, meeting administration, project assistance and coordination of campus-wide events and activities.
• Identifying and resolving issues, taking initiative to implement effective solutions.
• Preparing and reviewing high-level communications and documentation, ensuring accuracy and quality across a range of matters.

Your skills and experience | Kā pūkeka me kā wheako

The ideal candidates bring exceptional communication skills, meticulous attention to detail, and the ability to excel in a fast‑paced, constantly evolving environment. These are dynamic, multifaceted roles that require adaptability, sound judgement, and resilience.

We’re seeking candidates who:

• Thrive under pressure, confidently navigating competing priorities and shifting demands.
• Work independently, taking ownership and driving tasks through to completion with minimal supervision.
• Demonstrate initiative and resourcefulness, proactively identifying improvements and resolving issues before they escape.
• Anticipate needs, staying one step ahead and responding swiftly to emerging challenges.
• Bring energy and agility to a complex environment, contributing to a culture of excellence and continuous improvement.

About our team | Mō te tīma

Executive Assistant roles are part of the Divisional Services and Administration Division, a team of highly skilled professionals responsible for delivering outstanding student and staff experiences through high quality, confidential operational management, and administrative services. We are a strong supportive whakawhanaungatanga, (community), proud of the work we do as the largest workforce in the university, spanning every corner of the motu.

Further details | Pūroko

This is a full‑time (37.5 hours), permanent position, located in Pōneke, Wellington.

The appointment range for this role is $75,631 to $80,503 per annum. Top of the range is $87,750.

You must have the right to live and work in New Zealand to apply for this position.

The University of Otago is a workplace that values and utilises diverse and inclusive thinking, people, and behaviours. This means that we honour Te Tiriti o Waitangi and that the contributions of staff with diverse backgrounds, experiences, skills, and perspectives are valued and respected.

For further information, or to discuss this role in confidence – please contact Olivia Fuller for the role via the contact details below.