Te turanga | The role
Wheako Poneke Experience Wellington has an exciting opportunity for a motivated, confident, and experienced administrator to join our team as Executive Assistant and Board Secretary.
You will manage the office of our Chief Executive and act as the primary point of contact for the Board of Trustees and Executive Leadership team, efficiently organising calendars, scheduling meetings, and coordinating appointments.
As Board Secretary, you ensure all board meetings are organised, accurate minutes are taken and distributed in a timely manner.
Ideally, you will have some governance experience or understanding of governance, which will serve as a foundation for your success in this role.
You manage all board-related communication, including drafting board meeting notices, preparing meeting agendas, and distributing relevant materials, such as board packs.
Within this busy and varied role, you will be responsible for effectively and efficiently managing the Chief Executive's calendar, with your finger on the pulse knowing what is required in the here and now while also being acutely aware of what's on the immediate horizon.
You'll work autonomously and independently, you're proactive and anticipate the needs of the Chief Executive, while also embracing mahitahi and working alongside and across all facets of the organisation.
You possess excellent organisational skills with the ability to plan and prioritise workloads of both self and others.
This role is 32 hours a week, ideally Monday to Thursday.
Due to the nature of the role, this will be an office-based position, working from our CBD office location.
Nga tino pukenga me nga wheako | The essential skills and experience for the role
We are looking for someone special for this position.
You may already bring experience in this sort of role, or perhaps you're an exceptional administrator or coordinator looking for a first step into an Executive Assistant position; we'd love to hear from you either way!
Here are some attributes we're looking for:
Experience with complex diary management, arranging travel, events, and meetings including venue, attendees, agendas and catering.Outstanding organisational and time management skills.
You thrive in fast-paced environments, consistently demonstrating a proactive and solution-focused approach.
Your ability to exercise sound judgment and take initiative ensures efficient and effective workflow.Demonstrated experience in handling confidential information with the utmost professionalism and discretion.
You understand the importance of maintaining strict confidentiality in all aspects of your work.High level of computer literacy in Microsoft Office Suite, BoardPro and Xero (or similar products).Strong interpersonal, communication, and negotiation skills.
You possess the ability to engage effectively with individuals at all levels, fostering positive relationships and facilitating productive collaborations.Ability to liaise with numerous stakeholders and build relationships at a senior level.
Your experience in engaging with diverse stakeholders allows you to navigate complex dynamics and maintain positive connections.Proactive, energetic, adaptable and positive team player, who enjoys helping others to make a difference.
A roll up your sleeves and see the big picture approach.Ko wai matou | Who are we
As an organisation, we work together with and for Wellington to create remarkable experiences that generate vitality, strengthening the city we love.
We offer incredible audience experiences across our six sites: City Gallery Wellington, Capital E, Wellington Museum, Space Place, Cable Car Museum and Nairn Street Cottage.
We are committed to Te Tiriti o Waitangi and support mana whenua as kaitiaki.
We are committed to creating a culturally safe and inclusive environment, building meaningful and sustainable employment opportunities for people from a diverse range of backgrounds.
We offer 5 weeks of annual leave per year.
Other benefits include free te reo Maori lessons and access to EAP services.
If you want to work with like-minded community builders, passionate about art and culture we would love to hear from you.
We've partnered with Kin to fill this key role, so apply now with your CV and cover letter telling us why you'd be a great addition to the team.
If you have any questions, please reach out to Tracey Fletcher on ******.
Applicants for this position require eligibility to work in New Zealand, have current NZ citizenship, residency or a valid work visa.
For advice on obtaining a New Zealand work or residence visa visit www.immigration.govt.nz.
Applications close at 5pm on 19 January 2025.
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