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.

Te Whiwhinga mahi | The opportunity

We are seeking a skilled and experienced Executive Assistant to provide high-level support to our Director of Property Services. This role is focused on partnering with one leader, but in the course of your duties, you will be involved in assisting and organising support for a wide variety of stakeholders.

This is a busy role and requires someone who can manage diaries, time, and competing priorities with a positive approach and open communication.

As a friendly face and first point of contact for many internal and external stakeholders, you will enjoy providing executive level support and a high level of service, while also empowering and guiding others to find the answers they seek. In seeking your own answers, you will be resourceful in sourcing information and building strong relationships to collaborate well with other EAs and colleagues within the university.

For more detailed information, please refer to the Position Description.

Mō tō mātou rōpū | About the team

You will directly support the leader of our property services division, who oversees the maintenance and construction of one of the largest property portfolios in central Auckland. The Property Services team has a strong reputation for providing a leading-edge planning and development consultancy that contributes to the success and shapes the look of the University of Auckland.

We build and service some of the largest and most complex buildings and construction projects in the country.

Te Rautaki Tūāpapa, our new Estate Strategy to 2030, reinforces our commitment to sustainability and provides a cohesive, future-focussed and coordinated approach to investment in, and management of, our physical environments throughout the University estate.

He kōrero mōu | About you

You will be an experienced Executive Assistant or Personal Assistant who has partnered with a director or with senior managers in a busy environment in the past. We are looking for you to think beyond the next action, and to be strategic in your thinking.

You do not need specific qualifications, but you will need to be able to speak to your experience of diary management, calendar management, minute taking, room and travel booking, event coordination, and document proofing and editing. It would be an added benefit if you consider yourself skilled at enhancing presentations.

Although this is a large organisation, the actual property team consists of less than 200 people, so if you have experience with medium sized businesses where you have a real variety of duties, your application will stand out.

Ideally, you will:

• Have excellent time management, prioritisation and organisation
• Consider yourself to have exceptional professional written and spoken communication skills
• Be experienced in action point minute taking and, to a lesser extent, full minute taking
• Be resourceful and skilled at finding new information, acquiring new skills and getting answers
• Be a skilled copywriter/proofreader with Microsoft Office skills, and the ability to enhance documents and presentations
• Consider yourself an excellent problem solver, collaborator and someone who enjoys developing efficiencies and process improvements
• Be skilled at negotiation and politely guiding others to ensure all stakeholders are well supported and get what they need in a way that is sustainable for your time.

Ngā āhuatanga kei a mātou | What we offer

We offer our staff more than just a job, we provide them with an opportunity to be part of a dynamic, world class organisation which provides staff with benefits and support throughout their lives and careers.

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

• A 37.5 hour working week
• Up to 6.75% company superannuation scheme
• We realise your time is important to you, so we offer a range of leave entitlements, including five weeks annual leave a year and the option to buy and sell leave
• The nature of the role does mean that you will need to be in the office more than not, but we have genuine flexibility on working from home (WFH) and start/finish times to make sure that this role works for you and the team
• Your happiness and wellbeing at work is important to us, so 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 comprehensive and exciting list of Staff Benefits.

Me pēhea te tuku tono | How to apply

Applications must be submitted online, by the closing date of 24 August 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.

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