POSITION DESCRIPTION: EXECUTIVE ASSISTANT & TEAM CO-ORDINATOR

Job Band: 3

Team: Arts Policy, Capability and International (TAPIC)

Reports to: Senior Manager, TAPIC

Number of Direct No direct reports
Reports:
Financial Nil
Accountabilities:
Status Full time
Location: Wellington

CREATIVE NEW ZEALAND’S PURPOSE

Creative New Zealand is the national arts development agency developing, investing in and advocating for
the arts.

WHAT WE DO
Creative New Zealand’s support for the development of the New Zealand arts sector is provided primarily
through our funding programmes. We also deliver a range of programmes to build the capability of artists
and arts organisations, and to advocate for the arts.

TEAM PURPOSE:

The TAPIC team leads the development of arts policy in line with Creative New Zealand’s strategic plan;
provides skills development opportunities for individuals and organisations to improve their performance
in finance, governance, and audience and market development and promotes New Zealand art
internationally by assisting artists and arts organisations to access international audiences and markets.

JOB PURPOSE:
The Executive Assistant/Team Co-ordinator provides professional, high quality administration and co-
ordination services and project support to the Senior Manager, Arts Policy, Capability and International
and the teams reporting to this role.

KEY RESULT CRITICAL TASKS PERFORMANCE INDICATORS

AREAS
Support to Senior Provide administration support to the Senior Knows and keeps Senior
Manager Manager including travel, diary and email Manager informed of all
management, office administration system activities and appointments at
management, and meeting coordination. all times.
Support includes: Duties completed within
• Manage diaries, advise on conflicting agreed time frames, to
events and carry out multiple re- accurately meet requirements
scheduling as necessary. and consistent with team/CNZ
policies and procedures as
• Provide secretarial support as required.
applicable.
KEY RESULT CRITICAL TASKS
AREAS
• Sort, prioritise and draft internal and
external correspondence as needed.
• Develop and maintain office systems,
including email and other electronic
monitoring and filing.
• Schedule meetings, including regular
team meetings, and provide
administrative support to meetings
(organise attendees, venues and
relevant catering requirements).
• Prepare agendas and papers for
circulation.
• Book and co-ordinate manager’s travel
and accommodation.
• Undertake other duties are requested.
Team support Provide general administrative support to
and contribution the International, Arts Policy and Capability
teams including:
• Travel, accommodation and itinerary
arrangements for the team.
• Prepare and process payments.
• Provide liaison assistance to visitors.
• Log mail and action as required.
• Assist with large mail outs.
• Manage the teams work plan
• Attend team meetings and take notes as
required.
• Participate in the team’s planning
processes.
• Liaise with Business Services team to
ensure correct recording and logging of
contracts, funding agreements, acquittal
reports and invoices
• Attend meetings as required, liaising
with internal and external stakeholders,
assisting with information packs and
relaying media enquiries.
• Maintain a document register and
system for storage and retrieval of all
contracts.
• Assist and coordinate material for
internal and external reporting
requirements including preparation of
Senior Management Team, Board and
Council papers and ministerial reports.
• Prepare funding contracts as required.
PERFORMANCE INDICATORS
Travel and accommodation
bookings are timely, accurate
and represent good value for
money.
Seeks to continually improve
the quality and efficiency of
services provided.
Ensures the best use is made of
technology to provide efficient
and effective administrative
services.
Ensure that all minutes and
papers are prepared accurately
and despatched on time.
Tasks completed within agreed
timeframes, to accurately meet
requirements and consistent
with team/CNZ policies and
procedures.
Proactively seeks feedback on
the quality of the
administration services
provided.
Seeks to continually improve
the quality and efficiency of
services provided.
Ensures the best use is made of
technology to provide efficient
and effective administrative
services.
Participation is proactive and
enthusiastic as a team
member.
Be open to feedback from
colleagues.
Demonstrate an approach of
continuous improvement.
Positive relationships are built
with CNZ staff across the
organisation.
Document filing systems
(electronic and hard copy) are
well maintained and logically
ordered.
2
KEY RESULT CRITICAL TASKS PERFORMANCE INDICATORS
AREAS
• Develop and maintain databases and
office systems.
• Contribute to cross-team projects, as
required including working with
Communications staff, Arts Funding
Advisers, Grants Processing and Business
Services and external and internal
assessors.
• Assist with carrying out administration
for hui, meetings, events/festivals/fairs
on-shore and off-shore, including liaising
with and hosting international
guests/clients, sourcing display material
and coordinating presentations.
• Work closely with other support staff
within the organisation and provide
mentoring support as required.

Project Provide project administration and Project support is timely,

Administration management support to the teams, accurate and responsive to the
and Coordination including: needs of the team.
• Maintaining the overall work plan and Needs of internal and external
project plans, tracking key tasks, critical stakeholders are met.
path and budgets. Regular reports are provided
• Documenting the outcomes of projects. on time to the quality required.
• Preparing regular reports against project Participation in projects is in
progress in agreed format and content. accordance with CNZ`s project
management protocols.
Administrative Provide programme administration and Critical programme and
and Project support to the teams, including: initiative timelines and
Support for • Assist with preparing assessment requirements are met
Programmes and documentation. Receiving and Key stakeholders and
Initiatives processing proposals and reports for the customers have accurate,
team as required. timely and high quality
• Provide information to potential and information about CNZ's
actual applicants about programme and programmes and initiatives
scheme requirements and processes. Other teams within CNZ have
• Provide assistance to panels and easy access to data and
assessment committees. information about
programmes and initiatives
• Follow up customer queries and/or and local and regional issues
complaints quickly and thoroughly and
keep customers informed throughout. Customer queries or
complaints are dealt with in a
• Maintain office business systems for the prompt and courteous manner.
team.

3
KEY RESULT CRITICAL TASKS PERFORMANCE INDICATORS
AREAS
Maori Identify opportunities to work with Maori to Seek to understand and apply
Responsiveness achieve CNZ`s strategic goals. appropriate ways of consulting
with and working with Maori.
Demonstrate an understanding
and knowledge of working in a
bicultural environment.

Key Relationships
a) Senior Manager, Arts Policy, Capability and International, Manager Policy, Manager International
and Capability, and Advisers in their teams
b) Other managers and staff, from across the organisation, including the offices outside Wellington.

EDUCATION, SKILLS, KNOWLEDGE, EXPERIENCE

(a) Experience:
Proven experience in a busy Executive Assistant and/or Administrator role with accountability for a wide
variety of complex administration tasks.

b) Technical Skills & Knowledge

• Excellent administration and support skills

• Excellent Microsoft Office skills, including Outlook, Word, Excel, Adobe and Powerpoint
• Information gathering and analysis skills
• Well developed written and verbal communication skills
• Minute taking skills
• Project support/co-ordination skills
• Knowledge of the Arts sector desirable
• Familarility with desk top publishing and project management applications an advantage.

Competencies
Must be able to demonstrate behaviours consistent with the following competencies:

Customer service – both internal and external customers and stakeholders.

• Understand and manage customer expectations.
• Recognise and respond to opportunities to proactively meet customer needs.
• Seek and use customer feedback to enhance services and delivery mechanisms
• Able to be diplomatic and discreet in the dealings

Relationship management
• Establish and sustain positive working relationships with people at all levels within the arts,
public, private and voluntary sectors.

4
Teamwork
• Actively participate in the development of the team and its work processes, systems and
operations.
• Provide positive support and assistance to team colleagues to ensure delivery of team goals.
• Seek to increase contribution to the team and support an environment of continuous
improvement.

Knowledge and Understanding of Tikanga Maori and Te Reo Maori

• Demonstrate an understanding of and commitment to the Treaty of Waitangi, its impact and
relevance to the work of Creative New Zealand
• Demonstrate a good knowledge of and respect for kaupapa and tikanga Maori and how they
should be applied by CNZ.
• Be able to pronounce Maori place names and greetings correctly.

Supporting Organisational Values

• Endorse, support and promote CNZ`s strategic vision and values.
• Act fairly and with integrity in dealings with customers, stakeholders, and other CNZ staff.

Information Technology and Information Management

• A good understanding of information technology and its use as a management and operational
tool.
• Have excellent skills in the use of the Microsoft Office suite, particularly Outlook, Power Point,
Excel and Word. Familiarity with desk top publishing applications and project management
applications an advantage.