Executive Assistant (Wellington)

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

Benefits offered by this job

Salary + 6.5% Superannuation + 5 weeks

Family friendly employer

Professional development opportunities

Job summary

The University of Otago in Wellington invites applications for a proactive Executive Assistant supporting the Senior Leadership Team. You will manage high-level diary functions, prepare communications, and coordinate campus-wide events, ensuring priorities are addressed with discretion and efficiency.

Ideal candidates will have excellent communication, meticulous attention to detail, and the ability to work in a fast-paced, student-focused division.

Qualifications

• Exceptional communication skills and meticulous attention to detail.
• Ability to work in a fast-paced, dynamic environment.

Responsibilities

• 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.

Job description

__________

• 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.

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 escalat[e?].
• 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.

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.

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.

Salary Level and Range Level 6 (Range of Appointments $75,631 to $80,503, Top of Range $88,750)

Organisation

Divisional Services and Administration (UOW)