Executive & Operations Coordinator

About the role

The Executive & Operations Coordinator plays a key role in the delivery of the RVA's events, projects, communications and organisational activities, while providing high-quality Executive Assistant support to the Executive Director. Reporting to the Chief Membership Manager and working closely with the Executive Director and wider RVA team, this is a varied and hands-on role requiring someone who can take ownership of projects, manage multiple priorities and communicate confidently with members, chief executives and other senior stakeholders. The role is approximately 70% membership, events and projects and 30% Executive Assistant support.

If you’re smart, calm under pressure, show initiative and enjoy having a bit of fun along the way, this could be the role for you!

Key responsibilities

• Coordinate RVA events including Regional Forums, Professional Development Days, webinars and other member events
• Manage event logistics including speakers, registrations, venues, suppliers, travel, communications and on-the-day delivery
• Act as 2IC for the RVA Annual Conference, supporting the Chief Membership Manager with planning, administration, stakeholder coordination and on-site delivery
• Take ownership of assigned projects, coordinating timelines, stakeholders and deliverables through to completion
• Coordinate significant recurring projects and publications, including the RVA Annual Report, as required
• Provide proactive EA support to the Executive Director, including diary and inbox management, travel coordination, meeting preparation and follow-up
• Prepare and coordinate meeting papers, reports, presentations and other documentation
• Coordinate meetings for RVA committees including Accreditation, Education, Conference, and Complaints committees, and the RVA Sustainability Forum
• Compile, write and distribute RVA newsletters and other member communications
• Build and maintain effective working relationships with RVA members, senior executives, board and committee members, speakers, sponsors, suppliers and other external partners

About you

• Strong project and event coordination skills with demonstrated ability to take ownership and deliver work independently
• Experience as an Executive Assistant, and/or a project and events coordination role
• Excellent organisational and time management skills with the ability to manage multiple priorities and deadlines
• Outstanding written and verbal communication skills, including strong writing and editing capability
• Professional confidence engaging with chief executives, Members of Parliament and senior stakeholders
• Experience coordinating meetings, agendas, papers, minutes and actions
• Strong Microsoft Office skills and has confidence learning and using digital systems
• Excellent attention to detail, judgement and discretion
• Proactive, adaptable and solutions-focused, with a collaborative approach and team focus
• Valid passport and legal right to work permanently in New Zealand

We want to get a sense of who you really are, so please include a personally written cover letter with your CV.