Executive Assistant to Chief Operating Officer at KiwiRail

Maungakiekie-Tāmaki, Auckland, New Zealand -

Full Time

Start Date

Immediate

Expiry Date

19 Jun, 26

Salary

0.0

Posted On

21 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Diary Management, Executive Support, Stakeholder Management, Governance Processes, Correspondence Management, Report Preparation, Travel Coordination, Relationship Building, Confidentiality, Microsoft Office, Public Sector Governance, Board Processes, Political Relationship Management, Commercial Relationship Management, Strategic Thinking, Judgment

Industry

Transportation/Trucking/Railroad

Description

Executive Assistant to Chief Operating Officer Position Description Complex, busy role at a senior level Be a key connector across the business Permanent, Auckland based He kōrero mō mātou | About us: At KiwiRail, we connect New Zealanders sustainably, powering economic growth and ensuring vital freight and passenger services run smoothly. Our mission, "Stronger Connections, Better New Zealand," highlights our dedication to sustainability and community well-being. Our people make KiwiRail exceptional. By fostering a diverse, inclusive, and supportive workplace, we empower everyone to contribute their best. If you’re passionate about innovation and safety, we’d love to welcome you aboard. He whakamārama mo te tūranga mahi | About the role: The Executive Assistant provides high-level executive support to a member of the Executive Leadership Team to ensure the efficient and effective running of their daily activities. This complex and busy role operates at a senior level in the organisation, communicating with and influencing a range of stakeholders. You will act as a key interface between the Executive, the organisation and external stakeholders, requiring sophisticated judgement to manage sensitive matters and navigate complex governance requirements. Key accountabilities include: Manage the senior leader's busy schedule through rigorous diary management, allowing them to focus on high-level operational and strategic priorities Provide a professional and proactive frontline service for all enquiries and communications to the senior leader's office, screening and prioritising as appropriate Lead the development and implementation of systems and protocols to support effective decision-making and governance processes. maintain effective executive support systems and processes to ensure the smooth running of the senior leader's office Prepare, review and manage high-level correspondence, presentations and reports for the senior leader and their team Coordinate and oversee all logistical aspects of meetings, travel, and events for the senior leader and their team Develop and maintain critical relationships across the business to facilitate executive decision-making and strategic initiatives. Liaise professionally with internal and external stakeholders on behalf of the senior leader Dealing with confidential and time-sensitive matters professionally and discreetly Ngā pukenga e rapu nei mātou | What (skills) you will bring: Knowledge and experience You have 5+ years' experience as an Executive Assistant working closely with senior executives You have advanced skills in Microsoft Office and other relevant business software You have experience providing executive support in a large corporate or government organisation You understand public sector governance and stakeholder management You have deep knowledge of board and committee processes You're experienced in managing sensitive political and commercial relationships Ways of working / Work-related qualities You exercise exceptional judgment in complex situations You build and maintain influential relationships at senior levels You demonstrate the highest levels of integrity and confidentiality You think strategically while managing operational details You remain composed under pressure and tight deadlines You anticipate needs and take proactive action Other Requirements You can pass regular drug and alcohol screenings You have a current and valid NZ Driver's Licence Qualifications You need either: A tertiary qualification in business administration or a related field or equivalent work experience Nōu te rourou | What's in it for you: Competitive salary plus 4% employer KiwiSaver contribution 25 annual leave days Access to NZ Rail Staff Welfare Trust benefits, including holiday homes, medical support and discounted travel Be part of a diverse and inclusive workplace dedicated to innovation, sustainability and community impact Kua rite, kia rite | Ready to Make a Difference? Rā aukati | Applications close: 31 March 2026

Responsibilities

The Executive Assistant will provide high-level support to a member of the Executive Leadership Team, managing their busy schedule and acting as a key interface between the Executive, the organization, and external stakeholders. Key duties include rigorous diary management, handling communications, leading governance system development, and managing sensitive matters discreetly.