Kaiāwhina Matua - Executive Assistant

Job Description:

• Do you have proven experience in office administration and management?
• Can you effectively build relationships and manage complex workflows with calm professionalism?
• Are you an organised, proactive problem-solver who excels in supporting senior leaders and thrives in a fast-paced environment?

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting a Kaiāwhina Matua - Executive Assistant to support the Manutaki - Director, in Te Kahupapa ki Tai - International Office.

This is an 18-month fixed-term, full-time role at the heart of one of the University’s busiest and most outward-facing portfolios.

As the Kaiāwhina Matua - Executive Assistant, you will ensure the smooth running of the Manutaki - Director’s office by providing high-level executive support, coordinating key processes across finance and HR, and helping the leadership team operate effectively. You will be central to keeping priorities moving, strengthening relationships, and ensuring excellent communication across the group and the wider University.

If this role is for you and you can add to the collective expertise of our outstanding team to deliver, then join us in shaping Te Herenga Waka – Victoria University of Wellington’s future.

Key responsibilities:

• Provide proactive executive support to the Manutaki - Director, including diary and inbox management, correspondence, document preparation, travel, and minute-taking.
• Anticipate issues, identify opportunities, and ensure that matters are progressed, resolved, or escalated appropriately.
• Work as part of a team that uses digital collaboration tools (Teams, SharePoint) to facilitate work and project coordination.

Skills and attributes:

• Advanced proficiency in office software and collaboration platforms.
• Strong organisational, multitasking, and prioritisation skills.
• Excellent written and verbal communication.
• Adaptability to changing technologies and work environments.
• Proactive problem-solving and initiative.
• High level of discretion and professionalism.
• Relationship-builder who can manage complex workflows with calm professionalism.
• An understanding of cross-cultural communication and engagement.

Ō pūmanawa - About you

You are a highly motivated, customer-focused individual who thrives in a high-paced and complex environment. You are known for your excellent interpersonal skills and ability to work across all levels of an organisation.

Key requirements:

• Proven experience in a Kaiāwhina Matua - Executive Assistant or Personal Assistant role within a large and/or complex organisation, supporting a Senior Leadership member.
• Experience in managing internal and external relationships with the ability to show initiative, tact, and discretion in dealing with sensitive and confidential matters.
• Proven experience in office administration and management.
• Strong organisational skills with the ability to juggle competing and changing priorities.

Role Description:

Click here to see further information, including salary details.

If this link is not available, click 'apply' to view this on the University careers page.

Close date for vacancy: 26 April 2026.

Contact details for vacancy: If you have any questions regarding this role please get in touch with Lisa Rountree (lisa.rountree@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.