"Kaiāwhina Matua - Executive Assistant"

Job Description:

• Are you interested in a permanent, part-time position based on the Kelburn campus?
• Do you have previous experience as an EA, PA or Office Manager within a large and/or complex organisation?
• Have you got a customer-focused mindset with the flexibility to work independently and as part of a wider team to deliver high level administration support?

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting a Kaiāwhina Matua - Executive Assistant to join the Office of the Dean, Te Pukenga Wai - Faculty of Education, Health, and Psychological Sciences on permanent, part time (0.6FTE) basis. This role is based on the Kelburn Campus.

Key responsibilities:

• Provide high quality executive support to the Dean, including calendar management; meeting preparation; agendas; minutes; travel and room bookings; processing p-card and expense claims and invoices; and any other administrative tasks required to ensure the smooth running of the Office of the Dean.
• Provide high quality administrative support services to the Faculty Leadership Team and staff embedded in the Faculty as required.
• Provide administrative support for all Faculty meetings for which the Dean is Chair including Faculty Board. This includes scheduling, room bookings, and the preparation and dissemination of agendas, discussion papers and minutes.
• Manage systems to ensure office is organised and tidy, coordinating day-to-day running of the office facilities.
• Provide support for Faculty HR processes.
• Liaise with the Faculty Operations Manager as needed on accounts payment, reconciliations, financial monitoring, analysis and reporting for the Office of the Dean ensuring the annual budget process and annual management plan is well supported.

Ō pūmanawa - About you

You will be a motivated, customer-focused individual who has the flexibility to work independently and as part of a wider team to deliver high level executive services and administration support. You will have strong attention to detail and excellent self-management skills. This developing role will be busy and varied, and a willingness to ‘chip in’ whenever required to support the Office of the Dean, and wider Faculty, is essential.

Key requirements:

• Previous experience as an EA, PA or Office Manager within a large and/or complex organisation.
• Strong organisational skills and attention to detail, with the ability to multitask and prioritise effectively.
• Flexibility and adaptability to handle changing priorities.
• An advanced level of computer literacy in MS Word, Excel, Outlook, PowerPoint, Teams, and SharePoint.
• Commitment to Te Tiriti o Waitangi and its obligations to Māori as Tangata whenua and Treaty partners.

Role Description:

Click here to see further information, including salary details.

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Close date for vacancy: 23 March 2026.

Contact details for vacancy: If you have any questions regarding this role, please get in touch with Amy de Boer, Faculty Operations Manager (amy.deboer@vuw.ac.nz).

How to apply:

Please ensure you are applying for this role directly on our careers page and not via email. Candidates must submit supporting documents along with their resume, such as a cover letter.

We can only consider applicants who are citizens or residents of New Zealand or Australia or on a current working visa. Applications will be reviewed as they are received, and we may progress with suitable applicants prior to the application closing date. Applications from recruitment agencies are not accepted.