Executive Assistant to the Mayor and Councillor Support

About the Position

We are seeking a composed, reliable, and highly organised Executive Assistant to support the Mayor of Hauraki District Council, reporting directly to the Democracy and Customer Experience Manager. This role involves delivering seamless, proactive support to the Mayor and elected officials, helping ensure their work stays on track amid shifting priorities.

The successful candidate will skillfully manage time-sensitive administrative tasks, coordinate meetings and logistics, and anticipate the needs of the Mayor's office to maintain efficient operations. Building strong, trusted relationships with council members, staff, and the public is essential, as is exercising discretion and sound judgment in communications.

Key Responsibilities

• Offer thoughtful and proactive administrative and executive support to the Mayor and Councillors, ensuring they are prepared and well-informed.
• Organize calendars, arrange meetings, manage correspondence, coordinate travel and accommodation, and assist with functions and governance growth, demonstrating attention to detail and professionalism.
• Collaborate with Democracy Services and fellow Executive Assistants to maintain operational continuity during busy periods or staff absences.
• Develop and nurture trusted relationships with elected officials, council leadership, staff, and community members, applying discretion and clear communication.
• Manage and balance multiple competing priorities and deadlines confidently and diligently.
• Utilize advanced Microsoft Office and Word skills alongside office, records, and information management systems to enhance efficiency.
• Embody and promote the council’s value-driven culture, communicating respectfully and with positivity in line with The Hauraki Way.

Essential Skills and Experience

• Proven background in an Executive Assistant or senior administrative role, ideally in governmental or public sector settings.
• Qualifications related to Executive Assistance or equivalent administrative certifications (preferably NZQA Level 5).
• Experienced in accurately preparing formal meeting minutes.
• Highly organised and able to maintain composure under pressure while effectively prioritizing multiple demands.
• Approach tasks with a solution-oriented mindset and take initiative in resolving problems.
• Strong communicator who confidently builds trust with diverse stakeholders.
• Proficient user of the Microsoft Office Suite and other relevant workplace software tools.

What We Provide

• A supportive, values-driven workplace culture within local government.
• Access to ongoing professional development and skill enhancement opportunities.
• A meaningful role contributing to the support of the Mayor, Councillors, and the wider community.

Equal Opportunity

We are dedicated to fostering diversity and inclusion and warmly welcome applicants from all backgrounds. We value the unique perspectives and abilities that each individual can bring to our team.