Executive Assistant

Job Description

Company description:

The Ministry acts in the world to build a safer, more prosperous and more sustainable future for New Zealanders.

Kia hangai ake e te Manatu he ao-haumaru, ao-tonui, ao-pumau, ki te oranga tonutanga mo Aotearoa whanui.

Job description:

• Varied role, providing a wide range of administrative services
• Diverse, fast paced, high performing team
• Full-time, permanent role based in Auckland

Join us and work in a collaborative environment utilising your administrative skills to support business operations at the Ministry of Foreign Affairs and Trade.

Kōrero mō te tūranga – About the role

While many of our staff are based offshore, our onshore staff, especially our Administrators, are critical to ensuring our people are enabled to do the amazing work they do, wherever they are.

Our Administrators are proactive, organised and have great relationship skills – and as a result they become highly sought after for secondments, projects and development opportunities within the Ministry – so this means we are regularly on the hunt for our next great administrator.

Right now we have an opportunity available for an Executive Assistant to the Director of the Auckland Office of the Ministry. The key purpose of the role is to provide a broad range of administrative support for the Director of the Ministry’s Auckland Office, providing support in business administration and corporate services such as financial administration, information management, correspondence and travel, diary management, as well as meeting and event coordination.

The responsibilities for this Auckland-based fixed term role include:

• Providing administrative support to enable the smooth operation of office systems, resources and equipment that support the Office’s work programme
• Supporting and assisting managers to meet all their organisational responsibilities including finance, audit, resources, information and security
• Arranging and organising functions, meetings, workshops and training events
• Coordinating the recruitment and induction processes for staff within the Office
• Assisting with budget forecasting, estimates and monitoring in coordination with Managers

To view the full position description for the role, please click here.

The salary range for this role is $70,784 to $90,446 total fixed remuneration, negotiable depending on skills and experience. The total remuneration is inclusive of our 3% KiwiSaver employer contribution.

Mā‎ wai te mahi nei? – Who are we looking for?

We have a large number of Administrators across the Ministry and they come from all walks of life with a wide range of backgrounds and experiences – and we love that!

So when you put in your application please make sure you tell us about the unique value you can bring to the Ministry and highlight your great administration skills including things like your:

• strong customer focus, with outstanding interpersonal and communication skills
• excellent attention to detail
• natural planning and organisation skills with the ability to self-manage and use your initiative
• flexibility and ability to adapt quickly in a reactive environment
• technical skills and confidence using the MS Office suite

Ideally you will also have a good understanding of tikanga (Māori customs and protocols), with the ability to weave te ao Māori (the Māori worldview) into your work.

If you are just starting on this journey that’s OK too – as long as you have a willingness to learn and a desire to develop your cultural capability. As a Te Tiriti o Waitangi partner, this is important to us and we offer training and support.

Ngā hua o te mahi i te Manatū Aorere – Why MFAT?

We are committed to a focus on leadership, talent, training and development, and flexible work options. Check out our benefits page to find out more about why we love working here.

MFAT is Rainbow Tick accredited. We value diversity and are committed to providing an inclusive culture where everyone feels supported, valued, and a sense of belonging. We welcome applications from people from a diverse range of backgrounds.

You can find out more about our staff networks and our Diversity and Inclusion Strategy here

Mō mātou – About us

Our people represent New Zealand on and offshore, and in doing so make New Zealanders safer and more prosperous. By building connections with and influencing other countries and international institutions, we advance New Zealand’s interests and pursue New Zealand’s values. We provide advice to the Government on the implications for New Zealand of what is happening in the world.

Me pēhea te tuku tono – To Apply/Interested?

Apply today with your CV and cover letter.

If you have any questions about the role, please contact recruitment@mfat.govt.nz

To be considered for this position at Ministry of Foreign Affairs and Trade you must be a NZ citizen, or Permanent Resident.

You must be able to obtain and maintain an appropriate NZ Government security clearance. Ordinarily, to obtain this level of clearance candidates must have sufficient checkable background in countries where meaningful and reliable checks can be undertaken. Where requisite checks are unable to be made, the candidate application may not be able to be progressed.

Use this online tool to self-check your eligibility for gaining a clearance. Please note that this tool is not part of the formal security clearance process: http://www.protectivesecurity.govt.nz/eligibility-tool

Please Let us know if you need any support or have any access requirements that will help you through the recruitment process.

Applications close at midnight, Friday 4th October, 2024.

Please note: This is not a Foreign Policy/diplomatic role. This is a ‘Corporate’ role (known here as a Specialist role) based in Auckland, NZ.

While it is not usual for specialist staff to be ‘posted’ outside of NZ, from time to time a specialist role overseas becomes available at one of our embassies, high commissions, missions or consulates. To be considered for one of these positions you would need to apply and be considered via a competitive recruitment process.

If you do have an interest in an MFAT foreign policy/diplomatic career, you would be welcome to apply for this either via our graduate recruitment or mid-level foreign policy recruitment campaigns.