View Vacancy - NZA - Executive Assistant to the Consul General Auckland / Deputy Governor of the Pitcairn Islands, A2 (L)

The Executive Assistant to the Consul General/Deputy Governor provides dependable and quality organisational support to assist achieve the objectives of the Consulate and Pitcairn Island management and administration.

The jobholder is expected to achieve the following - 

Diary Management:

• Manage all aspects of the Consul General’s (CG) diary.
• Arrange meetings/breakfast/lunches for the CG with contacts in Auckland and the Pitcairn network.
• Organise internal meetings, collate and distribute briefing and information ahead of meetings, liaising with the British High Commission in Wellington, the Foreign and Commonwealth Office in London, Pitcairn Island and the Auckland based Pitcairn Island Office.
• Screen all invitations and in consultation with the Deputy High Commissioner accept/decline accordingly.

Corporate Services (CS):

• Ensure that the Consulate runs smoothly by application of professional administrative standards and early identification of office management issues affecting the building and the staff.
• Liaise with service providers, the Corporate Services  team in Wellington; the Facilities Management Office and building managers to ensure action is taken to resolve issues, tracking and monitoring progress.
• Ensure the FCO’s health and safety standards are recognised and adhered to at the Consulate.
• Ensure Post security requirements are applied and maintained at the Consulate.

Finance:

• Routinely review, profile and account for CG’s travel, business hospitality and representational spend within advised budgets and ensure Corporate Services Manager is kept updated with anticipated variances;
• Manage the CG’s Corporate Credit Card in accordance with Foreign and Commonwealth Office procedures.
• Procure items for the Administrator of Pitcairn, liaising with the Pitcairn Island Office over expenditure made on the Island.
• Ensure all procurement and associated processes are completed correctly and without delay.

Correspondence/General:

• Typing from manuscript and audio, opening mail/registering documents
• Manage emails and telephone calls on a wide range of subjects (from internal and external contacts and the general public);
• Meet and greet visitors;
• Be familiar with the process of setting up video conferences and arrange when required.
• Scan / photocopying documents;
• Manage logistics for visiting VIP’s (i.e. visiting Ministers)

• Competent in verbal and written communications skills.
• High quality professional Executive Assistant experience at a senior level
• Office management experience