Executive Assistant at Ministry of Housing and Urban Development, Wellington

Mō tēnei tūranga mahi | About this role

• Stimulating and varied role supporting two General Managers
• Come be part of our whānau making a positive difference for Aotearoa
• Permanent role, handily located opposite Wellington train station

Everybody should have a place to live that is warm, dry, safe, stable and affordable, with access to the support they need to live healthy, successful lives.

Mō te tūnga | About the role

In this role you will work with two General Managers (GMs) in our Solutions Design and Implementation group, providing executive level support to enable the GMs to focus on and achieve HUD's strategic outcomes.

Our Solutions Design and Implementation group designs the detailed policy, legislation and funding settings and tools needed to achieve our system priorities. We bridge the gap between our colleagues who set the direction for the housing system and those delivering solutions for whanau in partnership with our external partners.

You'll find yourself working in a supportive and collaborative team environment, where the work is varied and interesting. Your role is critical to ensuring the smooth running of teams and two busy GMs.

Ideally your skills and experience will include:

• Supporting planning and organising of group planning and away days
• Supporting regular LT meetings through agenda, actions and attending
• Proactive diary and email management and triage
• Helping with managing expense claims and contracts /orders etc
• Supporting Business Assistants across the group
• Managing sign-out and review times for GMs
• Putting in place effective processes to manage the work flow and ensure quality assurance processes are followed
• Helping facilitate high level, urgent and sensitive matters on behalf of the GM
• Preparation and maintenance of high-quality documentation
• Arranging travel and events

This is a dynamic role with a variety of responsibilities and relationships that will draw on the full breadth of your professional toolkit.

Mōu | About you

You will be a skilled gatekeeper, always two steps ahead when prioritising diary commitments and travel arrangements and be confident pushing back when required. You'll be proactive and confident in suggesting new ways of doing things or putting better processes in place.

You will have a well-attuned risk radar, excellent relationship management skills, and be comfortable navigating complex, multi-faceted interactions with stakeholders with nuance, tact, and cultural awareness.

A natural organiser, you'll have great time management skills and be able to multi-task and prioritise work efficiently and effectively. You'll approach your work with confidence and resilience, and your sound judgement and decision-making skills will mean you'll know when to take ownership or escalate matters on behalf of the GM.

As an active team player, you'll have a natural rapport with others and quickly build meaningful and trusted relationships.

The salary range for this role is $70,051 - $85,617.

What you'll bring to the role

• Experience delivering quality executive level support in a pressurised environment
• The ability to prioritise and schedule work to meet tight deadlines
• Demonstrated problem-solving skills with the ability to think outside the square
• Clear and concise communicator of information - both in oral and written format - appropriate to the target audience
• Experience in taking the initiative and putting in place new systems or ways of going things.
• Strong relationship management and collaboration skills
• Political savvy with diplomacy and the ability to manage sensitive information and requests
• The ability to work in a flexible and dynamic environment
• Wide ranging experience in administration systems and processes including Microsoft Office 365 products
• Experience working in a government agency and knowledge of government processes, including getting advice to Ministers, would be desirable.

What we can offer you

• Flexible working policy to give work/life balance
• Engaging employee-led people networks that celebrate diversity, provide safe spaces, and encourage thought-leadership
• Close to the railway station, modern office space and cloud-based technology that allows for joined up, cohesive collaboration
• Wellbeing initiatives, tools and courses, and a discounted health insurance scheme
• Open minds - we aren't afraid of change and encourage fresh approaches and ideas from people who want to make a difference
• You will be part of and supported by HUD's administration community
• We work to make sure the aspirations of whānau, hapū and iwi are enabled

Me pēhea te tuku tono | How to apply

Please click on the APPLY button to be directed to the application page, from here you can upload your CV and cover letter. Please note, while applications close Monday 6 February 2023, we will be reviewing applications as they are received and may progress with suitable applicants prior to the application closing date. Therefore, please apply as soon as possible if you are interested in this position.

For tracking and evaluation purposes, all applications must be submitted via our on-line process. You must have the legal right to live and work in New Zealand to be eligible for this position.