Personal Assistant

pd banner 770px

Tēnei tūranga – About the role

The Personal Assistant (PA) is responsible for providing efficient and effective support services to the Director Governance & Capability, Director Economic Strategy and Director Auckland.  The role also provides support for Te Waka Pūtahitanga staff and other MBIE staff in the Auckland Policy Office as well as the wider business group as required.

Ngā herenga – Requirements of the role

Personal specifications

  • A proven track record of experience and achievement in providing personal and administrative support to managers and teams.
  • Demonstrated agility in supporting multiple teams and responding to changes in priorities.
  • Wide ranging knowledge of administration systems and processes.
  • Sound relationship management skills.
  • Proactive and uses initiative.
  • Good standard of computer literacy and word processing.
  • Ability to work effectively in a team environment and to prioritise work to achieve MBIE outcomes.
  • Willingness to work in a flexible and dynamic environment.
  • Must have the legal right to live and work in New Zealand.


  • Comparable relevant experience.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Critical areas of success

  • Providing personal support to the Directors including:
    • assisting management in prioritising key tasks
    • diary and inbox management
    • organising events, workshops and meetings (including engaging with external stakeholders, guest presenters etc.)
    • assisting with budget, finances and contract management as required
    • preparation of documentation and meeting coordination
    • minute taking and follow-up action
    • collation and formatting of regular reports
  • Providing administrative support including:
    • arranging travel
    • assisting with event management and catering for business units and teams
    • processing of invoices and payments
    • ordering and purchasing of office equipment
    • liaising with facilities and IT staff
    • attend team meetings and take notes as required
    • back up other MBIE PA or EA as required
    • alongside other Agency administration staff in the APO, provide backup support to the APO administration team
    • undertake other administrative support duties as requested
  • Identifying opportunities of internal best practice, delivering sound administrative systems and processes as part of a business group support team, and maintaining a high quality and consistent MBIE approach.
  • Supporting management and team in utilising self-serve approaches.
  • Managing key working relationships within MBIE, the APO and with staff in Ministers’ offices.

Key relationships

  • All executive and administration officers in MBIE and the Auckland Policy Office.
  • All MBIE Te Waka Pūtahitanga managers and staff in the Auckland Policy Office.
  • Other MBIE employees in the Auckland Policy Office.
  • Suppliers of goods and services.
  • Other government agencies within the Auckland Policy Office and contributing to a collaborative cross-agency support team.

Wellbeing, health & safety

  • Displays commitment through actively supporting all safety and wellbeing initiatives.
  • Ensures own and others safety at all times.
  • Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
  • Reports all incidents/accidents, including near misses in a timely fashion.
  • Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Personal Assistant position reports into the Director Auckland within the Toutoru Economic Strategy branch. The branch sits within the Te Waka Pūtahitanga group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission

MBIE value: Māia - Bold & brave, Pae Kahurangi - Build our future, Mahi Tahi - Better together, Pono Me Te Tika - Own it