Executive Assistant to Office of the Chief Executive – ESR

  • Company:
    Science New Zealand
  • Location:
  • Salary:
    negotiable / month
  • Job type:
  • Posted:
    22 hours ago
  • Category:

Executive AssistantOffice of the Chief ExecutivePermanentAbout the roleESR is seeking a highly professional and experienced Executive Assistant to work with the GM Office of the Chief Executive team. A key aspect of this role will be to help ensure that the functions of the ESR board are effectively managed, including Board meetings and that Director responsibilities are fulfilled.In applying for this position, candidates must have demonstrated experience at this level undertaking a variety of tasks and responsibilities whilst working closely with the senior leaders and board members. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organisational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.Accountabilities:Work with the GM Office of the Chief Executive to coordinate SLT and Board commitments, maintain accurate schedules and ensure that SLT members are aware of the timing of Board and SLT reporting and their contribution to it.Undertake document management ensuring quality control, and distribute relevant/required documents according to an appropriate schedule ahead of meetings.Attend, Board meetings and SLT and other meetings as required to act as minute secretary. Facilitate the finalisation of detailed minutes and other meeting documentation and outcomes.Prepare travel arrangements, arrange meetings and logistics, Board agendas, distributing and proactively following up on actions as required, papers and manage the final distribution of Board meeting papers as required.Support the management of the Office of the Chief Executive’s budget in accordance with delegationsProvide executive level support for the Office of the Chief Executive including:o Recording details of invitations/ meetings/ travel commitments, diary management and distributing as and when required. o Drafting correspondence and e-mails regarding diary matters.o Arranges, coordinates and manages the travel arrangements.Essential Skills & Experience:At least 3 years’ experience delivering effective administrative and secretarial support experience at senior management levels.High level of proficiency with Diligent and Microsoft packages especially Outlook, Word, Excel and PowerPoint, and the ability to learn and use other software products as required.Sound keyboard skills with demonstrated ability in document formatting and proofing.Demonstrated ability to express thoughts, information and ideas in a clear, concise, accurate and coherent way using an appropriate manner for the audience, verbally and in writing.Experienced meeting minute taker and adept at understanding the different minute taking and writing requirements depending on the meeting environment e.g. Board, SLT, other meetings.Able to demonstrate an ability to plan and organise to achieve work programmes, meet deadlines and achieve quality standards, and manage conflicting deadlines and requirements for self and others.Deals professionally with high demand, last minute change, isn’t flustered.Demonstrated ability to develop effective relationships and build high levels of credibility with senior leaders.Honesty, integrity and the ability to keep sensitive information confidential.Benefitsactive work/life policies including family-friendly initiatives and flexible hoursongoing personal developmentfree car parkingaccess to Southern Cross group membership scheme Please note the successful applicant will be required to complete a pre-employment drug-screen and police records check as conditions of employment.