Executive Assistant/Office Manager

The purpose of this role is to assist the Director with the administration and coordination of matters critical to the successful functioning of The Integrity Institute. In addition to undertaking the day-to-day administrative tasks outlined below, the Executive Assistant will effectively prioritise tasks and endeavour to proactively anticipate the Director’s work requirements.

1. Provide secretarial and administrative services, including organising the Director’s workflow to enable the Director to operate more effectively. This means that:

1. Confidentiality is maintained at all times
2. The Director’s diary is effectively maintained and managed according to priority and appropriateness of requests, and meetings with staff and others are scheduled as required
3. The Director’s emails are triaged effectively
4. Task management tools (e.g. Trello) are kept up to date and issues are flagged with the Director or other relevant contributors
5. Documents, information and other materials are collated and organised in a relevant and timely manner
6. Minutes are an accurate reflection of meetings and actions are followed up
7. Payroll and timesheets are managed effectively
8. Media content is harvested each weekday morning
9. Substack newsletter administration

1. Provide project management and administration support to staff at the Director’s request
2. Other tasks relating to the broader work of The Integrity Institute by negotiation with the Director

• At least five years’ prior experience working as an Executive Assistant or Personal Assistant
• Impeccable judgement and a high degree of discretion in managing sensitive and confidential information
• Organisational skills, especially the ability to multi-task and prioritise
• Proven experience with and knowledge of computerised financial systems and spreadsheet skills
• Excellent time management, communication and training skills
• Ability to work as part of a team
• A proactive, enthusiastic and energetic approach and an ability to work with a minimum of supervision on a day to day basis
• Competency with (or willingness to learn) the required systems and software, including but not limited to the Microsoft suite of tools, Spark email, Trello, and Signal.

The Executive Assistant must have demonstrated through previous work or community activities a commitment to social and/or environmental outcomes which benefit all New Zealanders.