Executive Operations & Calendar Specialist

Westpac New Zealand Limited; Auckland; On-site; NZD 65,000 - 90,000; Full time

Job summary

Westpac New Zealand Limited invites applications for an experienced Executive Assistant/Administration role supporting senior leaders within DDAI. The role focuses on diary management, travel coordination, expense oversight, invoice processing and cross‑functional liaison to enable leaders to be visible, flexible and accessible to the business and customers.

Key duties include coordinating meetings, preparing documentation, and ensuring smooth operations across internal and external partners.

Qualifications

• 5+ years’ experience in a similar role managing multiple senior stakeholders.
• Ability to anticipate the needs of your stakeholders ahead of time.
• Strong attention to detail, time management and problem solving.
• Exemplary organisational skills and teamwork.
• Initiative to identify areas for improvement and execute changes to effect improvement.
• Strictest confidentiality and discretion.
• Sound judgment and ability to read and navigate complex environments.
• Ability to plan and execute with limited supervision.
• Demonstrable commitment to performance.
• Document preparation - ability to prepare correspondence and deliverables at a professional standard.
• Ability to source or create template documents where required
• Exercises adaptability and flexibility.
• Maintain a sense of calm and control in a pressured environment.
• Reliability, positivity and resilience.

Responsibilities

• Demonstrate maturity, discretion, and professionalism. Remaining calm and professional under pressure
• Ensure the Senior Leader’s time is appropriately committed and allocated to achieve optimal efficiency
• Manage diaries and emails for the Senior Leaders effectively and efficiently. Anticipate diary and administrative issues before they happen and manage the outcome
• Follow up all queries/requests/action items in a timely manner
• Use discretion to manage and close out issues of lesser importance, particularly in relation to communications, correspondence, and diary management
• Maintain effectiveness when experiencing major changes in work tasks or the work environment.
• Exercise flexibility with work hours and availability in accordance with business requirements
• Contribute at a high level to the broader DDAI strategies through preparation of documentation and information to enable key decisions
• Establish productive working relationships with People and Communications, business, technology, digital, data, AI and strategic partner colleagues in order to seek the best inputs across DDAI’s priorities.
• Assist broader LT with assistance in recruitment for the teams
• Assist in the management of workflow to ensure the accurate documentation and progress of initiatives through the delivery lifecycle
• Arrange LT meetings, team meetings/functions, meeting room bookings, offsites etc. Oversee the organisation and logistics of Team Off site/Training sessions.
• Manage meeting minutes across LT meetings and recording of actions as required.
• Arrange travel schedules, itineraries and expenses (flights, accommodation, meetings) for the Senior Leaders and members of their teams as appropriate
• Effectively manage expenses and budgets with the Senior Leaders
• Enable your managers to be appropriately prepared for their days and specific meetings by printing and organising emails and other background documentation as appropriate
• Create and maintain electronic and paper files as required
• Prepare and distribute relevant documents/presentations if required for meetings.
• Process and review p-Card transactions on behalf of your Senior Leaders and manage input of details into the Gifts and Hospitality register as required
• Managing approvals on behalf of your Senior Leaders – i.e., leave requests, invoices, technology requests
• Help your Senior Leaders maintain awareness of key milestones/events for their people e.g., service anniversaries, birthdays etc
• Assisting with the management and improvement of any operating inefficiencies within and across the business; working across boundaries, sharing information to clarify and facilitate a way forward
• Promote a culture of organisation and efficiency within the teams, including assisting with creation of team calendars
• Be a key promoter of the team culture of drive for excellence, caring, professionalism and collaboration
• Assist with the collation of management reports as required
• Assist and manage Business Continuity Planning
• Assist in set up of new staff members, guiding LT in the process
• Raise IT work requests and monitor progress to ensure they are actioned for your Senior Leaders and members of their teams as appropriate
• Process and review P2P invoices on behalf of your Senior Leaders. E,g new vendor set-up, coding, and approvals
• Monitoring of Compliance Training, Annual Leave and Motivate completions
• Maintain staff lists i.e., staff details, structure charts, email distribution groups, teams’ sites.
• Assist with day-to-day admin tasks as required, promptly and efficiently
• Undertake projects and work tasks as required by your Senior Leaders or their teams.

Job description

Westpac New Zealand Limited invites applications for an experienced Executive Assistant/Administration role supporting senior leaders within DDAI. The role focuses on diary management, travel coordination, expense oversight, invoice processing and cross‑functional liaison to enable leaders to be visible, flexible and accessible to the business and customers.

Key duties include coordinating meetings, preparing documentation, and ensuring smooth operations across internal and external partners.