Team Administrator, New Zealand Embassy, Washington DC

Ministry of Foreign Affairs & Trade; Wellington; On-site; NZD 84,000 - 113,000; Full time

Benefits offered by this job

Health insurance

Job summary

The Ministry of Foreign Affairs & Trade seeks a highly organised Team Administrator to support two teams at the New Zealand Embassy in Washington, DC. The role focuses on travel coordination, meetings, events, payments, and communications with staff and external providers.

The position includes managing the embassy's medical/dental insurance, responding to inquiries, and assisting the Consular Adviser. It is a locally employed role requiring US work eligibility and visa support where applicable.

Qualifications

• Preferably at least two years' experience in a general administration role.
• Excellent attention to detail and strong organisational skills.
• Strong customer focus and ability to manage external service providers.

Responsibilities

• Provide administration support to two teams, coordinating travel, meetings, events, payments and expenses, and assisting with communications.
• Administer the Embassy's insurance scheme for medical and dental cover, liaising with providers and staff queries.
• Respond to general enquiries and cover reception when needed.
• Back up the Consular Adviser to provide consular guidance during absences or after-hours.

Skills

Administration

Organizational skills

Multitasking

Customer focus

Communication skills

Attention to detail

Tools

Microsoft Office

Job description

The Ministry acts in the world to build a safer,more prosperous and more sustainable future for New Zealanders. Kia hangai ake e te Manatu he ao-haumaru,ao-tonui, ao-pumau, ki te oranga tonutanga mo Aotearoa whanui. Seeking a highly organised and proactive Team Administrator to join the team in the fascinating and fast-paced US capital. Energetic and motivated administration all-rounder who is looking for an opportunity to utilise their organisational and multitasking skills, strong customer focus and attention to detail to provide general support to the team. Based at the New Zealand Embassy in Washington DC, Full time position

About the role - Kōrero mō te tūranga

• Providing administration support to two teams, including coordinating and arranging travel, arranging meetings, assisting with events, processing payments and expenses, and assisting with drafting communications
• Administering the Embassy's insurance scheme for medical and dental cover, including liaising with providers and responding to staff queries about claims and eligibility
• Responding to general enquiries received by the Embassy and covering reception when the Receptionist is on breaks or on leave
• Backing up the Consular Adviser to provide consular guidance and help to New Zealanders when the Adviser is away or when rostered on the Embassy's after-hours duty roster

The salary for this role is from US$46,888 to US$63,436 total fixed remuneration, negotiable depending on skills and experience. The Embassy provides a comprehensive health insurance package and 20 days of paid vacation per year. Candidates are responsible for managing their own tax obligations in both New Zealand and the United States, as applicable. This includes understanding any responsibilities under the New Zealand Inland Revenue Department's ‘on government service' rule, as well as complying with relevant U.S. federal and state tax laws.

Who are we looking for? - Mā wai te mahi nei?

• Preferably at least two years' experience in a general administration role
• Excellent attention to detail
• Strong organisational and multitasking skills
• Strong achievement and delivery focus to meet high standards and deadlines as well as a commitment to continuous process improvement
• Strong customer focus and some experience with managing external service providers and suppliers.
• Excellent written and verbal communication skills.
• Personal integrity, discretion and an honest and ethical approach; strict observance of the Code of Conduct

The successful candidate must have the right to live and work in the United States. The NewZealand Embassy is able to support an application for an A2 visa, which is subject to a five‑year limit. This is a locally employed position, with terms and conditions being set in accordance with US employment regulations. No offshore allowance or transfer allowance applies.

About us - Mō mātou

Our people represent New Zealand on and offshore, and in doing so make New Zealanders safer and more prosperous. By building connections with and influencing other countries and international institutions, we advance NewZealand's interests and pursue NewZealand's values. We provide advice to the Government on the implications for NewZealand of what is happening in the world.

The successful candidate must be able to pass a Police background check and have the right to work in the United States. The New Zealand Embassy can support an application for an A2 visa, which is subject to a five‑year limit. You must be a New Zealand Citizen or hold a New Zealand residence class visa and be able to obtain and maintain a ‘Restricted' New Zealand Government Security clearance. This is a locally employed position with terms and conditions being set in accordance with US employment regulations. No offshore allowance or transfer allowance applies.

If you have any questions, please email [e-mail]. Applications close on Friday 23rd October at midday US East Coast time. Ideally the successful candidate will be available to start in the role in November or December 2026.

Please note: If you are a NewZealand citizen or NewZealand resident for tax purposes and you will be employed at the NewZealand Government Embassy you will need to discuss your tax residency status with NZ Inland Revenue (IRD) and determine any potential personal tax obligations to IRD including potential NZ Tax Residency obligations. Please note: This is not a Foreign Policy/Diplomatic role. This is a ‘locally engaged' role based in Washington DC. If you do have an interest in an MFAT foreign policy/diplomatic career, you would be welcome to apply either via our graduate recruitment or mid-level foreign policy recruitment campaigns.