POSITION DESCRIPTION: EXECUTIVE ASSISTANT & TEAM CO-ORDINATOR

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1 POSITION DESCRIPTION: EXECUTIVE ASSISTANT & TEAM CO-ORDINATOR Job Band: 3 Team: Reports to: Number of Direct Reports: Financial Accountabilities: Status Location: Arts Policy, Capability and International (TAPIC) Senior Manager, TAPIC No direct reports Nil Full time 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 coordination services and project support to the Senior Manager, Arts Policy, Capability and International and the teams reporting to this role. KEY RESULT Support to Senior Manager Provide administration support to the Senior Manager including travel, diary and management, office administration system management, and meeting coordination. Support includes: Manage diaries, advise on conflicting events and carry out multiple rescheduling as necessary. Provide secretarial support as required. Knows and keeps Senior Manager informed of all activities and appointments at all times. Duties completed within agreed time frames, to accurately meet requirements and consistent with team/cnz policies and procedures as applicable.

2 KEY RESULT Team support and contribution Sort, prioritise and draft internal and external correspondence as needed. Develop and maintain office systems, including 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. Provide general administrative support to 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. 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

3 KEY RESULT 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 Administration and Coordination Administrative and Project Support for Programmes and Initiatives Provide project administration and management support to the teams, including: Maintaining the overall work plan and project plans, tracking key tasks, critical path and budgets. Documenting the outcomes of projects. Preparing regular reports against project progress in agreed format and content. Provide programme administration and support to the teams, including: Assist with preparing assessment documentation. Receiving and processing proposals and reports for the team as required. Provide information to potential and actual applicants about programme and scheme requirements and processes. Provide assistance to panels and assessment committees. Follow up customer queries and/or complaints quickly and thoroughly and keep customers informed throughout. Maintain office business systems for the team. Project support is timely, accurate and responsive to the needs of the team. Needs of internal and external stakeholders are met. Regular reports are provided on time to the quality required. Participation in projects is in accordance with CNZ`s project management protocols. Critical programme and initiative timelines and requirements are met Key stakeholders and customers have accurate, timely and high quality information about CNZ's programmes and initiatives Other teams within CNZ have easy access to data and information about programmes and initiatives and local and regional issues Customer queries or complaints are dealt with in a prompt and courteous manner. 3

4 KEY RESULT Maori Responsiveness Identify opportunities to work with Maori to achieve CNZ`s strategic goals. Seek to understand and apply 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

5 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. 5

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