The University of Auckland Looking for Executive Assistant – Vice Chancellor’s Office at Auckland City, Auckland Full Time

Company Description

Waipapa Taumata Rau | The University of Auckland

The University of Auckland is New Zealand’s leading University. It employs over 6,000 academic and professional staff to support over 42,000 students making us one of NZ’s largest employers.

We create globally transformative impacts through our distinctive strengths in world-leading research, scholarship, teaching and collaborative partnerships, inspired by our unique position in Aotearoa New Zealand and the Asia-Pacific and our unique contribution to fair, ethical and sustainable societies.

Job Description

Te Whiwhinga mahi | The opportunity

We are seeking an Executive Assistant to support two Directors, one in Academic Services and the other in our Planning Office. This is an ideal role for someone with established experience as an EA, PA or Office Manager who enjoys the variety that goes with supporting two leaders at once in important support areas for the University.

This role offers you an exceptional opportunity to develop your career in an exciting and supportive environment that offers flexibility on start time and location, whilst you help us achieve our strategic goals by providing high quality operational and administrative support that ensures our leaders are free to lead.

This is a fast-paced role that requires someone with impeccable time management skills and a friendly face as you will be acting as the first point of contact for a variety of stakeholders. To thrive in this role, you will need to enjoy providing executive-level support with an exceptional level of service, while also empowering and guiding others to find the answers they seek when they are not your core priority. In seeking your own answers, you will be resourceful in sourcing information and building strong relationships based on mutual support and respect.

Your key activities will involve:

• Diary management
• Meeting organising
• Email management
• Minute taking
• Document creation
• You will also be involved in a variety of activities, events and support projects for the office

For more detailed information, please refer to the Position Description

Mō tō mātou rōpū | About the team

You will be directly supporting two Directors within two separate but connected central services.

Academic Services provides leadership and excellence in academic administration services to internal and external stakeholders. Services are delivered in partnership with faculties and supported by our customer service and process governance framework.

The planning and Information Office is part of the Vice-Chancellor’s Office, and coordinates the University’s planning and accountability activities, as well as liaising with the Tertiary Education Commission and Ministry of Education. It provides oversight of the University’s reporting strategy and decision support information, and provides analysis and information that supports the University’s strategic and tactical decision-making and academic quality assurance.

He kōrero mōu | About you

Your application will stand out if you have an advanced level of oral and written English and ideally, a strong customer service focus. This will be supported by your excellent organisational skills and the ability to work autonomously in a high trust environment.

We are searching for:

• Strong relationship/stakeholder management skills, including the ability to diplomatically navigate people dynamics and understand, anticipate and proactively manage requirements/issues
• Impeccable written and verbal communication skills including the ability to negotiate and influence while building and maintaining respect, trust and confidentially
• Demonstrated ability to organise, plan, and problem solve as part of a customer-focused team in a complex fast-paced and constantly changing environment, often faced with competing deadlines and demands on time
• Proven and resourceful problem solver with experience developing and recommending improvements to operations, service delivery and professional capability
• 3+ years of previous experience as an Executive Assistant for leader level roles or other comparable experience, with demonstrated confidentiality, professionalism, and integrity.
• Sound technological literacy including intermediate to senior capability in Microsoft Office including Outlook, Word, Excel and PowerPoint.

Ngā āhuatanga kei a mātou | What we offer

The University of Auckland is New Zealand’s leading university and maintains significant computational, laboratory and analytic facilities. Auckland itself is frequently rated as one of the world’s most liveable cities.

We are able to offer a salary between $69,000 and $80,000, there is some flex on what we can offer that goes beyond these numbers, but our offer is likely to be close to this range.

The University is committed to providing an excellent working environment through:

• Flexible employment practices (including working from home (WFH), flexible hours)
• Up to 6.75% company superannuation scheme
• 37.5 hour, work week for professional staff
• Five weeks’ annual leave

In addition, we also offer career development programmes, discounted car parking, a generous parental leave allowance, childcare and a number of other discounts on internal and external services.

For more information please visit our Staff Benefits page

Me pēhea te tuku tono | How to apply

Applications must be submitted online, by the closing date of 01 June 2022 to be considered. Please include your cover letter and your CV highlighting how you can meet the skills and experiences detailed above.

Please reach out to Neil Constable via [email protected] for a confidential conversation. Please note we are happy to answer your questions, but we do not accept applications by email

Additional Information

Overseas Applicants

In response to COVID-19 the New Zealand Government imposed travel restrictions but have recently announced a five-step plan for a phased border re-opening. This phased re-opening will take some time and this may alter the nature of the standard interview process for offshore candidates, particularly at the on-site interview stage. To see how this might affect your application and for more information and updates on the border restrictions and phased re-opening, please visit the Immigration New Zealand website or the New Zealand Government’s official Covid-19 website.

Equity

The University is committed to meeting its obligations under the Treaty of Waitangi and achieving equity outcomes for staff and students in a safe, inclusive and equitable environment. For further information on services for Māori, Pacific, women, LGBTQITakatāpui+, people with disabilities, parenting support, flexible work and other equity issues go to www.equity.auckland.ac.nz