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KiwiRail

Administration Assistant, Passenger

  • Posted 1w ago
  • On Site
  • Full Time
Location

Christchurch

Job Description

  • 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.
  • 🎖
    Long Service Rewards
  • 📣
    Referral Bonuses
  • 💻
    Company Supplied Technology
  • ⛑
    Uniform Provided
  • ⏰
    Flexible Work
  • Extended Annual Leave
  • Sick Leave
  • Wellbeing Support
  • Bereavement Leave

Job Schedule

  • Shift Work
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