Executive Assistant at Ministry of Foreign Affairs and Trade

Wellington, Wellington, New Zealand -

Full Time

Start Date

Immediate

Expiry Date

08 Jan, 26

Salary

92436.0

Posted On

10 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Time Management, Organisational Skills, Communication Skills, Interpersonal Skills, Planning Skills, Attention to Detail, Administrative Processes, Microsoft Office Proficiency, Discretion, Teamwork, Judgment, Customer Service, Diary Management, Email Management, Secretariat Functions, Project Assistance

Industry

International Affairs

Description

Executive Assistant to Deputy Chief Executive, People and Operations Group Set our Deputy Chief Executive People and Operations up for success by managing a well-paced and responsive diary Bring your exemplary time management and organisational skills to this varied role A full-time role based in the Wellington CBD The key purpose of the Executive Assistant is to lighten the load on the Deputy Chief Executive People and Operations by maintaining a well-paced diary and making good judgements about relative priorities. This is a relationship focused role supporting our leaders and our people to deliver the Ministry’s vision and mission. About the role - Kōrero mō te tūranga As Executive Assistant in the Ministry’s People and Operations Group, you will provide executive level support to the Deputy Chief Executive by ensuring the smooth running of their office in a timely and confidential manner. You will also act as a coordination point across the Group’s leadership team when required. Key to your success will be your ability to maintain oversight of all internal and external communication channels by managing emails, having strong diary management skills, creating business correspondence and minutes as required, and ensuring things flow seamlessly for the Deputy Chief Executive. This role will require you to anticipate needs and be flexible to change your day at a moment’s notice as you respond to a range of events. The scope of this role will include: Diary management – managing a proactive schedule, fielding meeting requests and communicating priorities. Screening, prioritising and dealing with emails and other correspondence. Managing information, documentation and communications on behalf of the Deputy Chief Executive. Secretariat functions – organising meetings led by the Deputy Chief Executive office, preparing agendas, organising papers, minute taking and following up on action items. Assistance with special projects as required. For more detail you can view a copy of the position description here. The full salary range for this role is $72,341 to $`92,436 total remuneration, inclusive of our 3% KiwiSaver employer contribution. Who are we looking for? - Mā‎ wai te mahi nei? This role will suit a sharp thinking skilled Executive Assistant who knows how to add value from day one. You will need to be comfortable working within a varied environment, having experience supporting or aptitude to support a tier-2 manager and the ability to be the ‘pivot support’ for the wider team. Have exemplary communication and interpersonal skills. Be highly organised with strong planning and time management skills. Be able to multi-task on a range of activities with impeccable attention to detail. Have proven experience of administrative processes, systems and technology with a passion for providing excellent customer service. Demonstrate advanced level of technical proficiency in the Microsoft Office suite of applications. Be accustomed to managing sensitive information with discretion. Work well as part of a team and be skilled in judging when to consult and when to use initiative. Understanding of The Treaty of Waitangi/Te Tiriti, Te Reo Māori and Māori customs and protocols would be beneficial. Why MFAT? - Ngā hua o te mahi i te Manatū Aorere We are committed to a focus on leadership, talent, training and development, and flexible work options consistent with guidance from the Public Service Commission. 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. About us - Mō mātou 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. To Apply/Interested? - Me pēhea te tuku tono 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 a Confidential 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 a Confidential 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 6pm on Monday 27th October 2025.

Responsibilities

The Executive Assistant will manage the Deputy Chief Executive's diary and ensure the smooth running of their office. This includes managing communications, organizing meetings, and assisting with special projects.