Personal Assistant

New Zealand Government; Wellington; On-site; NZD 75,000 - 82,000; Full time

Benefits offered by this job

Five weeks annual leave

Hybrid working arrangements

Life Insurance and Income Protection

Job summary

NZTA - Waka Kotahi in Wellington is seeking a Personal Assistant to support senior leaders in a fast-paced environment. You will manage complex diaries, coordinate meetings and travel, and prepare documents and presentations to enable smooth decision-making.

This permanent role offers five weeks of annual leave, flexible and hybrid working arrangements, and a commitment to wellbeing and development across the organisation.

Qualifications

• Proven experience in senior administration or personal assistant roles.
• Strong diary and inbox management experience supporting senior leaders.
• Excellent planning, organisation and prioritisation skills.
• Ability to work under pressure while maintaining accuracy and attention to detail.
• Outstanding communication and relationship management skills.
• Experience preparing high-quality documents, presentations and reports.
• Advanced Microsoft Office skills.
• Continuous improvement mindset and ability to identify better ways of working.
• Professional judgement, discretion and tact when handling confidential information.
• Strong collaboration skills across a large organisation.

Responsibilities

• Manage complex diaries and inboxes.
• Coordinate meetings and travel arrangements.
• Prepare documents and presentations.
• Support stakeholder engagement activities.
• Help ensure key business processes run smoothly.
• Build strong relationships with leaders, colleagues and stakeholders.
• Promote tikanga and Te Reo Māori where appropriate.

Skills

Diary management

Inbox management

Meeting coordination

Travel coordination

Document preparation

Presentations

Microsoft Office

Communication skills

Discretion + confidentiality

Relationship management

Tools

Microsoft Office

Job description

Permanent opportunity based in Wellington.

Join a supportive and collaborative Administration Services team.

Play a key role supporting senior leaders across NZTA | Waka Kotahi.

Te Whiwhinga mahi | The opportunity.

As a Personal Assistant, you'll cultivate vital connections across the NZ Transport Agency - Waka Kotahi. Thrive in a fast-paced, diverse role where resilience is key, and open communication is encouraged. Benefit from growth opportunities while working with a variety of managerial styles across the business groups, honing your skills as a seasoned professional. This is a varied and rewarding role where no two days are the same.

You'll manage complex diaries and inboxes, coordinate meetings and travel, prepare documents and presentations, support stakeholder engagement activities, and help ensure key business processes run smoothly. You'll also work closely with leaders, colleagues, and stakeholders across the organisation, building strong relationships and providing exceptional service.

We are seeking to appoint at a salary between $75,000 - $82,000 commensurate to skills and experience.

View the position description here.

Ko koe tēnei | About you

You'll be a Personal Assistant who brings initiative and the ability to change gears in a busy environment, finding solutions before problems arise. You are confident working with senior leaders, managing competing priorities, and maintaining a high level of discretion when handling sensitive information.

To be successful in this role, you will bring:

• Proven experience in a senior administration or personal assistant role
• Strong diary and inbox management experience supporting senior leaders
• Excellent planning, organisation and prioritisation skills
• The ability to work under pressure while maintaining accuracy and attention to detail
• Outstanding communication and relationship management skills
• Experience preparing high-quality documents, presentations and reports
• Advanced Microsoft Office skills
• A continuous improvement mindset and a willingness to identify better ways of working
• Professional judgement, discretion and tact when handling confidential information
• Strong collaboration skills and the ability to build effective working relationships across a large organisation

You will demonstrate knowledge of, or a willingness to gain an understanding of Te Ao Māori and promote tikanga and Te Reo Māori. You will also have knowledge of, or a willingness to gain an appreciation of te Tiriti o Waitangi (the Treaty of Waitangi) as it applies in the public sector.

Ko wai mātou | About us

Te Ama - Commercial and Corporate group provides key specialist corporate functions that are core to enabling NZTA - Waka Kotahi to run efficiently and to achieve organisational excellence internally and for the land transport system.

Along with our other benefits we also have NZTA - Waka Kotahi Life, Income Protection and Critical Illness Insurance scheme available for permanent employees.

Ka whiwhi koe i te aha | What you will get in return

At NZTA Waka Kotahi, we offer:

• A competitive salary and benefits package
• Five weeks annual leave
• Flexible and hybrid working arrangements
• Income Protection and Critical Illness Insurance for permanent employees
• A supportive and inclusive culture focused on wellbeing and development

To be considered for this position you must have a legal right to live and work in New Zealand.

NZTA| Waka Kotahi is an equal opportunity employer (EOE). We recognise the importance of diversity and inclusion and are committed to providing a working environment that embraces these values.

Please let us know if you need any support or have any access requirements that will help you through the recruitment process.