Kai whina Matua | Executive Assistant

• 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?

K rero m te t ranga - About the role

Te Herenga Waka - Victoria University of Wellington is currently recruiting a Kai whina Matua - Executive Assistant to support the Manutaki - Director, in the Takitoru - Communications, Marketing & Digital Engagement Group. This is a permanent, full-time role at the heart of one of the University's busiest and most outward-facing portfolios.

Following a reorganisation to form an integrated team, we are excited to announce several key roles. The newly formed Takitoru - Communications, Marketing and Digital Engagement Group will play a pivotal role in enhancing the University's reputation and supporting its strategic goals through targeted, innovative, and effective communications and marketing. This newly formed group will foster greater collaboration, unified messaging, and enhanced creativity to engage our many audiences.

As the Kai whina 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 impactful and effective communications and marketing initiatives, then join us in shaping Victoria University'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.

p manawa - 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 Kai whina 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.

Close date for vacancy: 26 January 2026.

Contact details for vacancy: If you have any questions regarding this role, please contact Dale Lewis, Office Manager (dale.lewis@vuw.ac.nz).