Senior Executive Assistant

New Zealand Government; Wellington; Hybrid; NZD 77,000 - 90,000; Full time

Benefits offered by this job

Life cover

Critical illness protection

Discounted insurances

Free will services

Savings schemes

Job summary

New Zealand Defence Force is seeking a Senior Executive Assistant to provide high-quality executive support to the Assistant Chief Workforce and Partnerships. You will help ensure the smooth day-to-day operation of a senior executive office, anticipate needs, coordinate priorities and provide trusted support enabling senior leaders to focus on strategic outcomes for NZDF.

This role operates within a collaborative executive support model, supporting multiple senior leaders with emphasis on

Qualifications

• Experience providing executive-level support in a complex and fast-paced environment.
• Highly organized self-starter with strong relationship-building and communication skills.
• Ability to manage confidential information with discretion and professionalism.

Responsibilities

• Managing complex diaries, meeting requests, correspondence and travel arrangements.
• Preparing and coordinating briefings, agendas, meeting packs and supporting documentation.
• Monitoring actions, tracking priorities and ensuring deadlines are met.
• Liaising with senior leaders, staff, government agencies and external stakeholders.
• Anticipating information and organisational needs of senior executives.
• Coordinating meetings, events and administrative activities to ensure smooth operation of executive offices.
• Providing collaborative support across the wider executive support network.

Skills

Executive support

Diary management

Relationship building

Communication skills

Discretion

MS Office proficiency

Tools

Microsoft Office

Job description

Mō te tūnga | About the role

As our Senior Executive Assistant, you will provide high-quality executive support to the Assistant Chief Workforce and Partnerships.This is a busy and rewarding role where you'll be responsible for ensuring the smooth day-to-day operation of a senior executive office. You'll anticipate needs, manage competing demands, coordinate priorities, and provide trusted support that enables senior leaders to focus on delivering strategic outcomes for NZDF.

Working within the People Capability Portfolio, you'll support leaders responsible for shaping workforce capability, partnerships and organisational outcomes across NZDF. This is an opportunity to contribute to work that has a direct impact on the people who serve New Zealand and help build the workforce that enables NZDF to deliver on its mission.

This role operates within a collaborative executive support model and supports more than one senior leader across the Portfolio. While primarily supporting the Assistant Chief Workforce and Partnerships, you will also work closely with another Assistant Chief and contribute to business continuity across the executive support team, including providing cover support when required. Success in this role will rely on your ability to build strong relationships, manage competing priorities, and provide seamless support in a dynamic environment.

As this role provides direct, in-person support to senior leaders, stakeholders and visitors, it is an office-based position and does not offer regular work-from-home arrangements.

Key responsibilities include:

• Managing complex diaries, meeting requests, correspondence and travel arrangements.
• Preparing and coordinating briefings, agendas, meeting packs and supporting documentation.
• Monitoring actions, tracking priorities and ensuring deadlines are met.
• Liaising with senior leaders, staff, government agencies and external stakeholders.
• Anticipating the information and organisational needs of senior executives.
• Managing confidential and sensitive information with a high degree of discretion.
• Coordinating meetings, events and administrative activities to ensure the smooth operation of executive offices.
• Providing collaborative support across the wider executive support network as required.

Ngā pūkenga me ngā wheako | Skills and Experience

To be successful in this role, you'll have experience providing executive-level support in a complex and fast-paced environment. You will be a highly organised self-starter who enjoys building strong working relationships, takes pride in delivering exceptional service, and can confidently adapt to changing priorities.You will also bring:

• Demonstrated experience supporting senior leaders in an Executive Assistant, Senior Executive Assistant, or similar role.
• Exceptional organisational skills, with the ability to manage competing priorities and deliver high-quality work under pressure.
• Strong relationship-building and communication skills, with the confidence to engage effectively at all levels of an organisation.
• Sound judgement, professionalism and discretion when handling sensitive and confidential information.
• Strong digital capability, including advanced proficiency across the Microsoft Office suite.
• A proactive and adaptable approach, coupled with a genuine interest in people, culture and making a positive difference for NZDF personnel.

The salary band for this role starts at $77,141 and has a midpoint of $85,594 inclusive of the 4% employer superannuation contribution.

Nōu te rourou | What's in it for you

Your 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.

Higher Level Security Clearance

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: You 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.