Executive Assistant

DIVISIONAL SERVICES AND ADMINISTRATION | WHAKARATOKA ME NGĀ WHAKARITEKA Ā-WĀHAKA
UNIVERSITY OF OTAGO, WELLINGTON | ŌTĀKOU WHAKAIHU WAKA, PŌNEKE

The role | Te mahi

We’re looking for a proactive, experienced Executive Assistant to support our Senior Leadership Team in high-impact role. This role offers the chance to provide trusted, confidential support while keeping operations running seamlessly, perfect for a polished EA or senior administrator with a strong track record at executive level.

This Executive Assistant role provides high-level, proactive support to the Dean and Head of Region acting as the first point of contact and ensuring priorities are managed effectively to support the smooth operation of a large, student-focused academic division.

This role is part of the Divisional Services and Administration team, flexibly providing administrative services across the University. A strong customer service orientation and commitment to continuous improvement initiatives is critical to your success.

Key responsibilities include:

• Providing a responsive first point of contact for the Dean, anticipating needs and triaging requests by urgency.
• High level diary management, correspondence, meeting administration, project assistance and coordination of campus-wide events and activities.
• Identifying and resolving issues, taking initiative to implement effective solutions.
• Preparing and reviewing high-level communications and documentation, ensuring accuracy and quality across a range of matters.

Your skills and experience | Kā pūkeka me kā wheako

The ideal candidates bring exceptional communication skills, meticulous attention to detail, and the ability to excel in a fast-paced, constantly evolving environment. These are dynamic, multifaceted roles that require adaptability, sound judgement, and resilience.

We’re seeking candidates who:

• Thrive under pressure, confidently navigating competing priorities and shifting demands.
• Work independently, taking ownership and driving tasks through to completion with minimal supervision.
• Demonstrate initiative and resourcefulness, proactively identifying improvements and resolving issues before they escalate.
• Anticipate needs, staying one step ahead and responding swiftly to emerging challenges.
• Bring energy and agility to a complex environment, contributing to a culture of excellence and continuous improvement.

About our team | Mō te tīma

Executive Assistant roles are part of the Divisional Services and Administration Division, a team of highly skilled professionals responsible for delivering outstanding student and staff experiences through high quality, confidential operational management, and administrative services. We are a strong supportive whakawhanaungatanga, (community), proud of the work we do as the largest workforce in the university, spanning every corner of the motu.

Further details | Pūroko

This is a full-time (37.5 hours), permanent position, located in Pōneke, Wellington.

The appointment range for this role is $75,631 to $80,503 per annum. Top of the range is $87,750.

You must have the right to live and work in New Zealand to apply for this position

The University of Otago is a workplace that values and utilises diverse and inclusive thinking, people, and behaviours. This means that we honour Te Tiriti o Waitangi and that the contributions of staff with diverse backgrounds, experiences, skills, and perspectives are valued and respected.

Application | Tono

To submit your application (including CV and cover letter) please click the apply button. Applications quoting reference number 2601487 will close on Sunday 25 October 2026.

Applications may be reviewed as submitted and candidates may be invited to interview immediately. The University reserves the right to close this vacancy at any time.