Executive Assistant | West Coast
- West Coast – Greymouth
- Permanent full-time position working 40 hours per week
Health New Zealand | Te Whatu Ora is firmly grounded in the principles of Te Tiriti o Waitangi and is committed to building a health system that serves all New Zealanders.
About the Role
We are seeking a highly experienced and proactive Executive Assistant to provide exceptional support to the Group Director of Operations (GDO) and the Chief Medical Officer (CMO). This pivotal role acts as a professional liaison between the GDO’s office, the CMO, internal stakeholders across Health New Zealand, and external agencies and community partners.
You will play a critical role in enabling the GDO and CMO to operate effectively by managing priorities, coordinating key activities, and ensuring the smooth running of executive functions.
Key Responsibilities
Executive Support & Coordination
- Provide high-level executive and administrative support to the GDO and CMO
- Act as the primary interface between the GDO’s office and internal/external stakeholders
- Proactively manage the GDO’s and CMO’s diary to align with organisational priorities
- Coordinate activities requiring GDO sign-out and ensure deadlines are met
- Anticipate needs and initiate actions to support the GDO and CMO
Communication & Ministerial Services
- Coordinate, critique, and finalise responses to Official Information Act (OIA) requests and Parliamentary enquiries
- Draft, proof, and manage correspondence, reports, and briefings
- Monitor response deadlines and follow up with responsible managers
Meetings & Office Management
- Prepare agendas, attend meetings, and take minutes/actions for meetings chaired by the GDO or CMO
- Organise meetings, workshops, presentations, and functions (including venues and catering)
- Manage travel arrangements and visitor coordination
- Maintain accurate filing and document management systems
Projects & Advisory Support
- Investigate, research, and analyse issues, preparing reports as required
- Coordinate projects on behalf of the GDO and CMO
- Act as a subject matter expert and advisor to Personal Assistants supporting the District Leadership Team
Operational Excellence
- Develop and maintain effective office systems and procedures
- Identify and actively manage risks to minimise organisational exposure
- Schedule and coordinate annual performance reviews for GDO direct reports
- Work responsively within established protocols
About You
Essential Skills & Experience
- Proven experience as an Executive Assistant, ideally within the health sector
- Demonstrated ability to deliver high-quality work in fast-paced, high-pressure environments
- Exceptional organisational skills with strong attention to detail
- Advanced Microsoft Office skills (Word, Excel, PowerPoint, Teams, Outlook)
- Excellent written and verbal communication skills
- Strong analytical and problem-solving abilities
- Ability to maintain confidentiality and exercise sound judgement
- Full range of executive secretarial skills
- Current NZ Driver’s Licence
- Knowledge of and empathy for diverse and minority populations
- Strong understanding of IT systems and compliance with IT policies
Desirable
- Knowledge of the New Zealand health sector environment
- Experience supporting senior executives in complex organisations
You will play a key role in supporting service delivery through coordination, system management, project support, and high-level administrative assistance.
As part of the Administration and Clerical Pay Equity Claim settlement this role has been mapped to National Band 7/Profile 7
For further information about the administration and clerical pay equity settlement please follow the link below:
PSA National Health Administration Collective Agreement - FINAL (tewhatuora.govt.nz)
Working at Health New Zealand
Health New Zealand | Te Whatu Ora is dedicated to ensuring excellent healthcare for the people of New Zealand. We embrace a workforce that is diverse and inclusive so that we are better positioned to understand and service our community. We welcome applications from our diverse Māori, Pacific, disabled, and rainbow communities.
How to Apply
To apply please click “apply now.” All applications must be submitted through our online careers’ portal. If you have any questions about the role, please contact Kerri McCarthy at Kerri.McCarthy@TeWhatuOra.govt.nz
We will review applications as received and may proceed with the recruitment process, before the closing date of this advert