Executive Assistant (Wellington)

%3Cp style=%22font-family:Times New Roman;%22%3E%3Cspan style=%22color:#f4b142;font-family:arial, helvetica, sans-serif;font-size:18px;%22%3E%3Cstrong%3E%3Cimg src=%22https://www.otago.ac.nz/assets/humanresources/documents/wellingtoncity3.jpg%22 alt=%22%22 width=%22850%22 height=%22345%22%3E%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp style=%22font-family:Times New Roman;%22%3E%3Cspan style=%22color:#f4b142;font-family:arial, helvetica, sans-serif;font-size:18px;%22%3E%3Cstrong%3E_%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060d87;font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E%3Cstrong%3EDIVISIONAL SERVICES AND ADMINISTRATION | WHAKARATOKA ME NGĀ WHAKARITEKA Ā-WĀHAKA%3C/strong%3E%3C/span%3E%3Cbr%3E%3Cspan style=%22color:#060d87;font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E%3Cstrong%3EUNIVERSITY OF OTAGO, WELLINGTON | ŌTĀKOU WHAKAIHU WAKA, PŌNEKE%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Salary + 6.5% Superannuation + 5 weeks annual leave.%26nbsp;%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Family friendly employer.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Professional development opportunities.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060d87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EThe role | Te mahi%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EWe’re looking for a proactive, experienced Executive Assistant to support our Senior Leadership Team in high-impact role. This role offers the chance to provide trusted, confidential support while keeping operations running seamlessly, perfect for a polished EA or senior administrator with a strong track record at executive level.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EThis Executive Assistant role provides high-level, proactive support to the Dean and Head of Region acting as the first point of contact and ensuring priorities are managed effectively to support the smooth operation of a large, student-focused academic division.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EThis role is part of the Divisional Services and Administration team, flexibly providing administrative services across the University. A strong customer service orientation and commitment to continuous improvement initiatives is critical to your success.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EKey responsibilities include:%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Providing a responsive first point of contact for the Dean, anticipating needs and triaging requests by urgency.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;High level diary management, correspondence, meeting administration, project assistance and coordination of campus-wide events and activities.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Identifying and resolving issues, taking initiative to implement effective solutions.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Preparing and reviewing high-level communications and documentation, ensuring accuracy and quality across a range of matters.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060d87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EYour skills and experience | Kā pūkeka me kā wheako%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EThe ideal candidates bring exceptional communication skills, meticulous attention to detail, and the ability to excel in a fast-paced, constantly evolving environment. These are dynamic, multifaceted roles that require adaptability, sound judgement, and resilience.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EWe’re seeking candidates who:%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Thrive under pressure, confidently navigating competing priorities and shifting demands.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Work independently, taking ownership and driving tasks through to completion with minimal supervision.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Demonstrate initiative and resourcefulness, proactively identifying improvements and resolving issues before they escalate.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Anticipate needs, staying one step ahead and responding swiftly to emerging challenges.%3C/span%3E%3Cbr%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E•%26nbsp;%26nbsp;%26nbsp;%26nbsp;Bring energy and agility to a complex environment, contributing to a culture of excellence and continuous improvement.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060d87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EAbout our team | Mō te tīma%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EExecutive Assistant roles are part of the Divisional Services and Administration Division, a team of highly skilled professionals responsible for delivering outstanding student and staff experiences through high quality, confidential operational management, and administrative services. We are a strong supportive whakawhanaungatanga, (community), proud of the work we do as the largest workforce in the university, spanning every corner of the motu.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060d87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EFurther details | Pūroko%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EThis is a full-time (37.5 hours), permanent position, located in Pōneke, Wellington.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EThe appointment range for this role is %2475,631 to %2480,503 per annum. Top of the range is %2487,750.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EYou must have the right to live and work in New Zealand to apply for this position%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EThe University of Otago is a workplace that values and utilises diverse and inclusive thinking, people, and behaviours. This means that we honour Te Tiriti o Waitangi and that the contributions of staff with diverse backgrounds, experiences, skills, and perspectives are valued and respected.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EFor further information, or to discuss this role in confidence – please contact Olivia Fuller for the role via the contact details below.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060d87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EApplication | Tono%3C/strong%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3ETo submit your application (including CV and cover letter) please click the apply button. Applications quoting reference number 2601487 will close on Sunday 25 October 2026.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EApplications may be reviewed as submitted and candidates may be invited to interview immediately. The University reserves the right to close this vacancy at any time.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cspan class=%22subtitle%22%3EAdditional Information%3C/span%3E%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060D87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EContact:%3C/strong%3E%3C/span%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E %3C/span%3E%3Ca href=%22mailto:olivia.fuller@otago.ac.nz%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EOlivia Fuller%3C/span%3E%3C/a%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060D87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EPosition details:%3C/strong%3E%3C/span%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E %3C/span%3E%3Ca href=%22https://www.otago.ac.nz/_assets/humanresources/documents/2601487.pdf%22 target=%22_blank%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EJob Description%3C/span%3E%3C/a%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060D87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3EFurther Information:%3C/strong%3E%3C/span%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E %3C/span%3E%3Ca href=%22https://www.otago.ac.nz/wellington/departments/central-services%22 target=%22_blank%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EDepartment Website%3C/span%3E%3C/a%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060D87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3ECreate an email with a link to this vacancy:%3C/strong%3E%3C/span%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E %3C/span%3E%3Ca href=%22mailto:?Subject=Vacancy at the University of Otago %26amp;body=Hello, this vacancy at the University of Otago might be of interest to you https://otago.taleo.net/careersection/2/jobdetail.ftl?job=2601487%22 target=%22_blank%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3ECreate email%3C/span%3E%3C/a%3E%3C/p%3E%3Cp%3E%3Cspan style=%22color:#060D87;font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E%3Cstrong%3ELocation:%3C/strong%3E%3C/span%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3E %3C/span%3E%3Ca href=%22https://www.otago.ac.nz/humanresources/join-otago/lifestyle-and-culture/wellington/index.html%22 target=%22_blank%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:12px;%22%3EAbout Wellington%3C/span%3E%3C/a%3E%3C/p%3E

Job Details

Primary Location: NZL-NI-Wellington

Employment Status: Permanent

Salary Level and Range: Level 6 (Range of Appointments $75,631 to $80,503, Top of Range $88,750)

Organisation: Divisional Services and Administration (UOW)

Job Function: Administrative