Support the Executive General Manager and Passenger team
Organised, efficient & indispensable – you’re the calm in any chaos
Digital first and details always – you juggle calendars, files and platforms running everything like clockwork
He kōrero mō mātou | About us:
At KiwiRail, we connect New Zealanders sustainably, powering economic growth and ensuring vital freight and passenger services run smoothly. Our mission, "Stronger Connections, Better New Zealand," highlights our dedication to sustainability and community well-being.
Our people make KiwiRail exceptional. By fostering a diverse, inclusive, and supportive workplace, we empower everyone to contribute their best. If you’re passionate about innovation and safety, we’d love to welcome you aboard.
He whakamārama mo te tūranga mahi | About the role:
Interislander & Great Journeys New Zealand have ambitious growth targets. To enable our success, we have brought together the marketing and sales teams to create Kiwirail Passenger Marketing & Trade teams. We are seeking leaders with extensive experience, to be able to lead strategic growth that aligns with the business commercial goals.
The Administration Support role provides high-level administrative support to the Executive GM Passenger and wider team, ensuring efficient daily operations. This includes preparing presentations, coordinating team meetings, processing invoices and purchase orders, and managing travel bookings as required. The role is critical in enabling smooth workflow and supporting the strategic objectives of the Passenger business unit.
Key accountabilities include:
Provide administrative and executive support to the Executive GM Passenger
Prepare and format professional presentations and reports for internal and external use
Organise and support team meetings, including scheduling, agendas, minutes, and follow-ups
Maintain filing digital filing systems
Assist with onboarding new team members
Support department wide initiatives, tracking and following up on key projects and tasks
Manage purchase orders (POs), invoices & expenses, ensuring timely processing and compliance with finance procedures
Coordinate flights and travel bookings for the Executive General Manager and team as required
Ngā pukenga e rapu nei mātou | What (skills) you will bring:
Knowledge and experience
You have 4 years’ experience in administration, executive support, or office coordination
You can create and format professional presentations and reports
You can manage multiple priorities efficiently in a fast-paced environment, staying calm and composed under pressure
You are skilled in managing invoices, purchase orders, and financial processes
You have experience in scheduling and organising meetings for senior leaders
You understand business processes and office administration
Ways of working / Work-related qualities
You are highly organised and detail-focused, ensuring tasks are prioritised and completed to a high standard
You are a strong communicator, able to engage confidently with executives and multiple stakeholders
You are discreet and professional, handling sensitive and confidential matters with care and integrity
You have a proactive and solutions-focused mindset, taking ownership of your work and seeking ways to improve how things are done
You collaborate effectively with others and contribute positively to team success.
You adapt quickly to new systems and technologies, using them confidently to streamline coordination and planning
You have a current and valid NZ Driver's Licence
Qualifications
A business administration qualification or relevant experience in administration, finance, or executive support
Nōu te rourou | What's in it for you:
Competitive salary plus 4% employer KiwiSaver contribution
Professional development opportunities to help you grow and succeed
Access to NZ Rail Staff Welfare Trust benefits, including holiday homes, medical support and discounted travel
Be part of a diverse and inclusive workplace dedicated to innovation, sustainability and community impact
Location Christchurch
Kua rite, kia rite | Ready to Make a Difference?
Rā aukati | Applications Close: Sunday, 27 April 2025
Desired Soft Skills
Communication
Coordination
Time Management
Attention to Detail
Diary Management
Microsoft Office (Word, Excel, PowerPoint)
Board/Committee Processes
Stakeholder Engagement
SAP & Diligent Board Books
Benefits and Perks
🤱
Extended Parental Leave
🏘
Work from Home
🧕
Inclusive Workspace
❤
Care and Appreciation
EAP, Employee Assistance Programme, Study Grants, Travel Privileges on Great Journeys of New Zealand and InterIslander.
🧠
Mental Health Workshops
💚
Counselling Services
📈
Professional Development
🛂
Visa Sponsorship
🎉
Employee Discounts and Rewards
The NZ Rail Staff Welfare Trust- The Trust offers reimbursement of medical expenses for members and their families, access to affordable holiday homes, and group discounts on additional insurances.
