JOB DESCRIPTION
Job Title: Executive Assistant (EA)
Reports to: Executive Director (ED)
Responsible for: Support for the ED
Support for the Directors’ group (the senior management team)
Coordination of management processes
Servicing the Oxfam New Zealand Board of Trustees
Supervision of interns and volunteers working on special projects
Location: Oxfam New Zealand Auckland Office
Grade: 13
BACKGROUND
Oxfam is a global movement of people working together for a future without poverty. Oxfam believes that every person in this world has rights and we work with others to create solutions that will enable all people to live with dignity, free from poverty and injustice.
Oxfam works in three ways: we respond to emergencies, saving lives and helping survivors recover; we provide people with the skills and resources to lift themselves out of poverty; and we campaign to change the unjust policies that keep people in poverty. Oxfam New Zealand (ONZ) is an affiliate of Oxfam International and we have a particular focus on poverty reduction in our Pacific neighbourhood.
The role of Executive Assistant (EA) provides support to ONZ’s Executive Director. The Executive Director is responsible for management of the organisation, and is accountable to the Board of Trustees (Board).
JOB PURPOSE
Support the ED in the successful execution of his role. This includes providing research, media and administrative support and managing the ED’s diary & travel arrangements, internal and external communications and liaison with key stakeholders.
The post holder is also responsible for servicing the ONZ Board, supporting the work of the senior management team (Directors’ group) and coordinating key management processes across ONZ including quarterly ‘Reflection Weeks’, organisation meetings that provide opportunities for cross team coordination, organisaional sharing, learning and planning.
PRIMARY Responsibilities
1. Handle all administrative arrangements and correspondence, requests and enquiries for the ED. This includes:
· Monitoring incoming mail, e-mails and phone calls when the ED is out of the office, and dealing with these where possible and/or as directed by the ED.
· Managing the ED’s electronic diary and making appointments as required.
· Making the practical arrangements for meetings and appointments and the necessary travel arrangements for the ED
2. Contribute to the efficient management of the ED’s schedule and workload, which includes:
· Keeping abreast of priorities and supporting the ED in with workload management,
· Acting as the contact point for questions and queries from staff or external stakeholders who are seeking information or updates from the ED,
· Receiving and compiling feedback, information or input requested by the ED from others.
3. Undertake research and provide media support. This includes:
· Undertaking research that contributes to the ED’s speeches or meetings, including on reactive issues,
· Helping with the preparation of presentations and supporting materials,
· Providing background that helps the ED in preparing for media interviews, articles or publications.
4. Support the effective working of the senior management team (Directors’ group) by:
· Providing secretarial support at Directors meetings - compiling agendas and documents for meetings, making logistical arrangements, taking and disseminating minutes and coordinating follow up processes,
· Providing other support to Directors as required and agreed with the ED.
5. Coordinate quarterly Reflection Weeks, which includes the planning and scheduling of meetings, making all practical arrangements and assisting with the evaluating and write up of key outcomes or outputs.
6. Support other organisational processes as requested by the ED around issues such as strategic planning, internal communications and management decision making.
7. Service the ONZ Board. This involves working with the ED and Operations Director to ensure that agenda and papers are prepared ahead of time, meetings are well organised and Board members are kept informed. Specific tasks include:
· Coordinating agendas, board reports and other relevant documentation that will be tabled at meetings,
· Dealing with travel arrangements and logistics,
· Taking and circulating minutes
· Responding to queries and ensuring follow up on action items.
8. Undertake in-depth research or analysis on issues agreed with the ED, and oversee the recruitment and management of interns and volunteers that may be employed to support this work as appropriate.
9. Undertake any other tasks that may be delegated by the ED which are in keeping with the scope of the role.
COMPETENCIES
Qualifications, knowledge and experience
· Relevant work experience in a senior administrative capacity, preferably as Personal/ Executive Assistant
· Experience of servicing or providing secretarial services (including minute taking) for a standing committee, board, management and/or project team(s)
· Experience of undertaking research
· Experience of dealing with people at different levels of an organisation Demonstrated interest in social justice and international development issues, including those that Oxfam is engaged in
· Advanced knowledge and good experience of using Microsoft Office applications particularly Word, Powerpoint and Outlook
· Knowledge or experience of using relational databases
· Relevant administration, business or secretarial qualifications or commensurate experience
· Some interest in and (preferably) experience of travelling or working in developing countries
Professional skills
· Strong IT skills and accurate, fast word processing/typing skills
· Excellent relationship management skills and confident telephone manner
· Ability to take minutes
· Research, presentation and report writing skills
Personal attributes
· Strong written and verbal communication skills
· Analytical skills and ability to evaluate information
· Strong interpersonal skills
· Confident, bright and outgoing
· Strong organisational and time management skills
· Process orientated and results focused
· Ability to work under pressure and to deadlines
· A self starter, able to take the initiative and work with minimal supervision
· Ability to handle confidential, personal information
· Reliable, flexible and willingness to take on a wide range of tasks
· Commitment to Oxfam’s mission and values
TIME OFF IN LIEU (TOIL)
The role may require some evening and weekend working for which start and end times will be adjusted accordingly or appropriate time off in lieu will be awarded in accordance with the organisation’s Time off in Lieu policy.
TRAVEL
There will be occasional travel within New Zealand.
July 2013