Executive Assistant to the Chief Executive, NEMA

Mō tēnei tūranga mahi | About this role

Executive Assistant to the Chief Executive, NEMA

Wellington-based, Parental Leave Cover

Fixed-Term or Secondment 10 months - starting early November

Fantastic opportunity for someone to join us as an Executive Assistant to our Chief Executive and deliver in a varied and high-performance environment. You will be supporting the Chief Executive in all aspects of their role to enable them to fully meet the demands of their position.

Ko wai mātou | About us

The National Emergency Management Agency (NEMA) provides national leadership to New Zealand's distributed emergency management system. NEMA's primary focus is on the performance and capability of the emergency management system as a whole, across all hazards and all risks and the 4 Rs of risk reduction, readiness, response and recovery.

Mō tēnei tūranga mahi | About this role

This role is a Parental Leave position, for 10 months and can be a secondment or fixed-term.

The Executive Assistant position sits within the Executive Office, as it is a critical function in ensuring the CE's day is co-ordinated and managed effectively. You will provide the Chief Executive with dependable personal secretarial support and provide some wider administrative support to NEMA and the Minister's Office.

There is no typical day in an organisation that is focused on Emergency Management which is exciting. However, there are aspects of the role that require thorough, dependable, and a focused approach. These include:

• Personal and confidential secretarial support provided to the Chief Executive, to assist them to carry out their role efficiently.
• Deadlines and timeframes are met.
• Meetings, events and tasks are supported including being proactive in highlighting issues and opportunities.
• Minutes are accurate and delivered on time.
• Correspondence dealt with expeditiously and appropriately, follow up action is taken and proper filing or distribution of letters and documents occurs.
• Documents are drafted as agreed and produced including word processing, spreadsheets, presentations and project plans.
• Inbound and outbound telephone calls are handled efficiently, courteously and discreetly.
• Financial processes completed such as reimbursement claims; with invoices coded.

Working for NEMA comes with some additional rewarding activities aligned to your skill set. In the event of a national emergency response, such as the response to Cyclone Gabrielle in 2023, there will be a requirement to provide rostered support.  An emergency response of national significance allows you and your colleagues to experience working as a cohesive team, at pace, often in an environment of ambiguity, in the heart of the National Crisis Management Centre.

Ko wai koe | About you

We are looking for a candidate with the following attributes:

• Excellent secretarial and process management skills
• Ability to negotiate and manage the Chief Executive's deliverables
• Influencing without authority and working to deadlines
• A high level of integrity, and ability to create trusting relationships at all levels
• Adaptable to the needs of the current environment

Key requirements:

• Experience in working with multiple internal and external stakeholders including senior leadership teams and community leaders
• Open to change and a willingness to engage with new thinking and opportunities
• A high level of computer literacy in Microsoft packages
• Ability to anticipate and prioritise the workload and demands of the Chief Executive

 Ta matou e tuku | What we offer

NEMA values diversity and inclusion. We want our workforce to reflect the diversity of our communities. We value and respect the contributions of our people with diverse backgrounds, experiences, skills and perspectives.

All NEMA roles are flexible by default and a positive work life balance is encouraged.

Whakaritenga Haumaru | Security Requirements

Due to the security requirements of this role, applicants must be a New Zealand citizen or New Zealand Permanent Resident.

Me pehea te tono | How to apply

If you would like to be considered for this role, please apply online. We do not accept unsolicited approaches from agencies or 3rd parties.

Applications close 5pm Sunday 15th September 2024