Executive Support Coordinator

Nelson City Council; Nelson; On-site; NZD 55,000 - 85,000; Full time

Benefits offered by this job

Wellbeing leave

Fully subsidised health insurance

Generous leave provisions

Learning and professional development

Employee benefits and discounts

Meaningful projects contributing to社区

Scenic location near mountains, beachs

Job summary

Nelson City Council is undertaking a major transformation and seeks an experienced administrator or coordinator to provide proactive, professional executive support across Directorates, keeping priorities and information moving smoothly.

You will coordinate diaries, assemble papers, arrange travel, prepare communications, and maintain strong relationships with staff, elected members and external stakeholders while upholding confidentiality.

Qualifications

• Proven experience in a senior administration, personal assistant or coordination role.
• Strong organisational and coordination skills, with the ability to manage multiple workstreams and deadlines.
• The ability to work collaboratively and help provide a seamless support service.
• Strong communication and relationship management skills.
• Confidence working with senior leaders, elected members and internal stakeholders.
• Sound judgement and discretion when handling sensitive information.
• Advanced proficiency in Microsoft 365, including Word, Excel, PowerPoint and Outlook.
• A relevant tertiary qualification or equivalent professional experience.
• Experience in local government or the public sector would be advantageous but is not essential.

Responsibilities

• Coordinate diaries, schedule meetings, resolve clashes and keep information accurate and current.
• Assemble and format meeting papers, coordinate attendees and track follow-up actions.
• Arrange travel, accommodation, conferences, events, workshops and other logistics.
• Prepare, proofread, file and distribute correspondence, reports, presentations, agendas and minutes.
• Provide responsive administrative support, including collating information and monitoring agreed actions.
• Communicate professionally with staff, elected members, external stakeholders, suppliers and visitors.
• Process expense claims, purchase orders, credit card reconciliations and invoices in line with Council processes.
• Contribute to a collaborative, resilient and unified executive support service across Council.

Skills

Senior administration experience

Coordination skills

Communication skills

Microsoft 365 proficiency

Discretion

Relationship management

Education

Tertiary qualification or equivalent professional experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Shaping our future | Kōmiria te anamata

Nelson City Council is undertaking one of the most significant local government transformations in New Zealand. Through Shaping Our Future, we’re organising ourselves around the people and communities we serve, getting clearer about who does what, and investing in the capability we need for the years ahead. We’re also working more closely with iwi, neighbouring councils and other partners to deliver better outcomes for Whakatū Nelson. Our new structure is in place, and we’re now recruiting for the roles that will bring it to life.

This isn’t a one-off change. It’s the foundation for a council that keeps improving, and we’d love you to help build it.

About Nelson City Council | E pā ana ki te Kaunihera o Whakatū

Our vision for Whakatū Nelson is a creative, prosperous and innovative city. Our community is inclusive, resilient, and connected – we care for each other and our environment.

About the role | Kō tēnei tūranga mahi

This is an exciting opportunity for an experienced administrator or coordinator to provide proactive, professional and timely support to our Executive Assistants. Working across all Directorates, you’ll help deliver a consistent and responsive executive support service that keeps priorities, people and information moving smoothly.

You will:

• Coordinate diaries, schedule meetings, resolve clashes and keep information accurate and current
• Assemble and format meeting papers, coordinate attendees and track follow-up actions
• Arrange travel, accommodation, conferences, events, workshops and other logistics
• Prepare, proofread, file and distribute correspondence, reports, presentations, agendas and minutes
• Provide responsive administrative support, including collating information and monitoring agreed actions
• Communicate professionally with staff, elected members, external stakeholders, suppliers and visitors
• Process expense claims, purchase orders, credit card reconciliations and invoices in line with Council processes
• Contribute to a collaborative, resilient and unified executive support service across Council

About you | Ko ngā pūmanawa ō

You’ll be an experienced administration or coordination professional who brings sound judgement, discretion and a can-do approach. You’re comfortable managing competing priorities and deadlines without losing sight of the detail, and you build trusted working relationships with senior leaders and a wide range of stakeholders.

You will bring:

• Proven experience in a senior administration, personal assistant or coordination role
• Strong organisational and coordination skills, with the ability to manage multiple workstreams and deadlines
• The ability to work collaboratively and help provide a seamless support service
• Strong communication and relationship management skills
• Confidence working with senior leaders, elected members and internal stakeholders
• Sound judgement and discretion when handling sensitive information
• Advanced proficiency in Microsoft 365, including Word, Excel, PowerPoint and Outlook
• A relevant tertiary qualification or equivalent professional experience
• Experience in local government or the public sector would be advantageous but is not essential.

What we offer | Ko ngā painga mōu

• Wellbeing leave, platforms and initiatives
• A fully subsidised health insurance scheme
• Generous leave provisions
• Learning and professional development opportunities
• Access to various employee benefits and discounts
• Opportunities to contribute to meaningful projects that shape our community's wellbeing and future
• Mountains, beaches and national parks at your doorstep

At Nelson City Council, we are committed to fostering a diverse, equitable, and inclusive workplace where everyone feels safe, valued, and has a true sense of belonging. We welcome applications from people of all backgrounds, including those from diverse ethnicities and cultures, LGBTQ+ communities, neurodivergent individuals, and people with disabilities. If you require any assistance with your application, please don’t hesitate to get in touch.

Applications close | Rā whakakapi

Monday 16 November 2026.

For further enquiries | Ina he pātai anō, whakapā mai

Please reach out to the People and Capability team on: [e-mail]