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Job description

We are looking for an extraordinary administrator/ office manager to take on a fast paced business support role. a varied role encompassing Executive assistant tasks along with team and event coordination this role is based in Auckland CBD and is with a large government organisation.


Key Points

• Auckland CBD location
• ASAP Start until end June 2025
• $45 per hour +8% Holiday pay

You will be responsible for:

• Proactive Support: Anticipate the Manager’s and team’s needs, staying 10 steps ahead to ensure smooth operations. Initiate actions and tasks to streamline processes and enhance efficiency.
• Team Collaboration: Work closely with team members, fostering a collaborative atmosphere. Assist in coordinating team activities, meetings, and projects, ensuring seamless communication and coordination.
• Adaptability and Initiative: Thrive in a non-business-as-usual environment, embracing change and uncertainty. Handle demanding workloads and unexpected tasks with grace and composure. Take initiative to complete administrative tasks creatively and efficiently.
• Independent Work: Take ownership of tasks and projects with minimal instructions. Display the ability to work autonomously and make well-informed decisions in the absence of explicit guidance.
• Communication: Maintain open lines of communication with team members, stakeholders, and external partners. Ensure that information flows efficiently and accurately across various channels.
• Event Coordination and supporting Manager: work closely with the Manager to manage calendars and prioritise work including the wider leadership team as needed. This includes scheduling and coordinating various events, including hui and activities with service teams and the wider leadership team.
• Prioritisation: Manage multiple tasks and responsibilities concurrently, effectively prioritising based on urgency and importance. Delegate tasks as appropriate to ensure efficient use of resources.
• Detailed oriented and precision with data entry: Be a highly detail oriented including data entry and document management.
• Learning and development calendar coordination: Organise and coordinate learning and development opportunities with Service Manager and Team Leaders including working with internal and external stakeholders and suppliers
• Project and programme coordination: Manage service projects and deliverables
• Problem Solving: Demonstrate the ability to find answers and solutions to challenges, even in unfamiliar situations. Approach challenges with a “can-do” attitude and seek out information and resources to provide informed responses.
• Cultural Competency: Display cultural awareness and intelligence for various backgrounds, including Māori, Pacific, and Asian cultures. Show respect for diversity in communication and practices, considering our diverse customer base. Be comfortable using basic Te Reo Māori, including leading a karakia before and after hui
• Confidentiality: Handle sensitive information and documents with utmost confidentiality and discretion
• Common Sense: Apply practical judgment and common sense to navigate complex and ambiguous situations effectively
• Creativity: Utilise creative thinking to find innovative solutions when traditional processes are not applicable
• Continuous Improvement: Identify opportunities for process improvement and recommend strategies to enhance productivity and efficiency
• Mucking-in no task is too small or trivial if it helps the wider team

About you:

• Experience as an EA, PA or service coordinator
• Diary management experience
• You are an analytical individual with excellent problem-solving skills.
• You can view the bigger picture and will proactively resolve any risks.
• We are seeking an individual who can balance competing priorities via exceptional organisation skills.
• Demonstrating exceptional communication (written and oral skills), networking, and negotiation skills you will build credible and long-lasting partnerships with multiple stakeholders, often with different agendas.
• Confident and able to use initiative.
• Advantagous a university degree in Policy or Politics.

If this sounds like you and your available to start immediately hit apply now!