Secretariat Coordinator

New Zealand Government; Wellington; Hybrid; NZD 60,000 - 90,000; Full time

Benefits offered by this job

Life cover and protection

Critical illness protection

Discounted insurances / will services

Job summary

The New Zealand Defence Force (NZDF) requires a proactive Secretariat Officer to provide high-quality secretariat support to management groups within the Capability Management System. Based at Defence Headquarters in Wellington, you will coordinate across the Ministry of Defence and NZDF, preparing agendas, minutes, papers and correspondence.

With training, there is flexibility to work from home. You will manage schedules, risks and issues, facilitate events, and support the team in a dynamic,

Qualifications

• Secretariat experience with notes, minutes and correspondence.
• Strong planning and organisational skills.
• Excellent verbal and written communication.
• Proficiency in Microsoft Word and Excel.
• Ability to work with multiple senior stakeholders.

Responsibilities

• Provide secretariat assistance for project boards and management groups.
• Prepare agendas, papers, minutes and correspondence.
• Maintain project schedules, risks and issues registers.
• Coordinate stakeholder management plans and project tools.
• Facilitate events and training courses.
• Assist the team and wider unit as needed.

Skills

Secretariat skills

Note taking

Minute taking

Scheduling

Stakeholder management

Communication skills

Attention to detail

Adaptability

Tools

Microsoft Word

Microsoft Excel

Job description

Mo te tunga | About the roleProvide high quality secretariat support to enable the assurance and oversight project functions of management groups. You will play a key role coordinating the efforts of both the Ministry of Defence and the New Zealand Defence Force (NZDF), who share accountability for the Capability Management System.Your duties will include:Providing secretariat assistance for project boards and management groups, including preparing agendas, papers, minutes, and correspondence.Maintaining and coordinating project schedules, risks and issues registers, stakeholder management plans, and other project tools.Facilitating and arranging events such as training courses, including booking venues, advising attendees, preparing agendas and general communications.Assisting the team and wider unit as needed.Th role is based in Defence Headquarters, Wellington. Once you have undergone training and are up to speed, there is some flexibility with working from home.Nga pukenga me nga wheako | Skills and ExperienceYou have a positive attitude and the ability to build a strong rapport with key stakeholders across all levels of the organisation, especially at a senior level. This role requires exceptional planning and organisational skills to keep up with a busy workload, along with a strong attention to detail, resilient demeanour and an ability to remain calm and flexible with changing priorities.Ideally, you will also have:A refined secretariat skillset, including note and minute-taking, quality checking, scheduling, and translating complex material into easily digestible reports.Excellent communication skills, both verbal and written.Good technical ability with experience in the Microsoft Office applications, particularly Word and Excel.An understanding of project management and NZDF, or an interest to learn.A desire to learn, develop and grow within the role.Nou te rourou | What's in it for youYour skills and dedication deserve recognition, and NZDF delivers with competitive pay matched to your experience. But that's just the beginning - safeguard your loved ones with a fully funded life cover of up to $300,000 and critical illness protection. Other benefits include discounted additional insurances, free will services and savings schemes for the Defence community. Get expert financial guidance and mortgage broker services. Find all our benefits and more on the Force 4 Families website.NZDF champions diversity and inclusivity, valuing every member and fuelling their success. We embrace uniqueness, understanding that diverse teams drive creativity, innovation, and excellence. With an open door to all - irrespective of gender, ethnicity, ability, age, or family dynamics - NZDF offers a flexible, empowering work environment. Join us in shaping a brighter future, where everyone thrives.Me pehea te tuku tono | How to ApplyApplications close on Tuesday 17 November 2026.Use the links on this page where you'll be directed to the Defence Careers website.Please Note:All applications must be made online, via the Defence Careers website. Each listing contains the Position Description and a Contact Us option for any queries or technical issues.Your cover letter will be a key part of our selection process, so please highlight how your experience relates to the key activities outlined in the Advert and Position Description.Applicants will be required to undergo a pre-employment drug-screening test prior to any offer of employment being made.NZDF Employees/Members - please apply internally via the HR Toolkit; this will ensure that you are visible as an internal candidate.NZDF Contractors - please apply via the Defence Careers website.NZDF Reserves - please apply via the Defence Careers website if you cannot access the HR Toolkit.Please Note:To be eligible for the required level of government security clearance with the NZ Defence Force, you need to meet certain citizenship and residency criteria. Here's what you need to know:Higher Level Security ClearanceYou must be a New Zealand citizen or you must hold New Zealand Permanent Residence or have a current New Zealand Residency Class Visa.At minimum, you must hold New Zealand Permanent Residence or have a current New Zealand Residency Class Visa, and you must be a citizen of and have lived in Australia, Canada, United Kingdom, United States of America or New Zealand continuously for the last ten (10) years.You must have a ten (10) year background history that can be verified and assessed appropriately by the NZ Security Intelligence Service (NZSIS) to determine if you are suitable for a security clearance at this level.If you do not meet the minimum criteria, unfortunately, your application will not be accepted. We do welcome your application at a time when you will meet the requirements.