Executive Assistant to Te Tumu Houkura

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Tēnei tūranga – About the role

The role of Executive Assistant is responsible for providing high level confidential executive support to
Te Tumu Houkura (General Manager Māori) that enables them to efficiently use their time and talents to achieve the MBIE’s outcomes and deliverables.

The Executive Assistant contributes to the operations of Te Kupenga by focusing on supporting Te Tumu Houkura to achieve the operational and strategic activities of the branch.

Ngā herenga – Requirements of the role

Personal specifications

  • A proven track record of experience and achievement in a senior executive support role.
  • Wide ranging knowledge of administration systems and processes.
  • Knowledge and understanding of working within a government agency.
  • Excellent influencing, interpersonal and communication (oral and written) skills.
  • Excellent relationship management skills.
  • An awareness of Te Ao Māori, competency in te reo Māori and tikanga Māori would be helpful but not prerequisite.
  • Takes responsibility for own work.
  • Self-starter.
  • Seeks input if required.
  • Recognises and acts on opportunities.
  • Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
  • Develops effective working relationships with other MBIE managers and staff in order to transfer knowledge and learning from the team to the wider organisation.
  • Builds and maintains effective relationships and partnerships with internal and external stakeholders, as necessary, in order to identify and share best practice information and to promote the Ministry, it’s products and services.
  • Represents whole of Ministry views and protects its reputation in any external interactions.
  • Credit check required (yes).
  • Required to drive (no).
  • Police vetting (yes).

Takohanga tuhinga o mua – Key accountabilities and deliverables

The Executive Assistant will be required to deliver results in the following areas:

Providing executive assistance to support to Te Tumu Houkura to meet their priorities and accountabilities including:

  • Dealing with high level, urgent and confidential issues.
  • As required, provide secretarial support to groups chaired by Te Tumu Houkura.
  • Diary management and bring up system.
  • Monitoring and screening of telephone calls, emails and other communication.
  • Preparation of documentation.
  • Follow-up action.

Providing administrative support including

  • Arranging travel.
  • Event management.
  • Managing financial processes.
  • Liaising with facilities and IT staff.
  • Providing financial processing reporting support, as & when required.
  • Developing and delivering sound administrative systems and processes to assist senior management to achieve decision making outcomes.
  • Organising external and internal engagement and appointments, using discretion.
  • Understanding the business group and branch priorities and business plans and the key agencies with which it interacts in order to inform assessment of priorities or redirection of workflow.
  • Coordinating stakeholder management for the group or branch.
  • Maintaining effective internal and external relationships, and enhancing the information sharing.
  • Mentoring support staff.
  • Managing key working relationships within the Ministry and with staff in Ministers’ office.

Key Relationships

  • Members of the Group Leadership team.
  • All executive and administration officers in MBIE.
  • Te Waka Pūtahitanga General Managers and their teams.
  • MBIE senior leaders, relevant manages and staff in MBIE.
  • The Executive Assistants to the Chief Executive and Deputy Secretary of Te Waka Pūtahitanga.

Key External Relationships

  • Private Secretaries and other staff in Minister’s offices.
  • Public and private sector Chief Executives, Senior Managers and Executive Assistants.
  • Stakeholders.
  • Suppliers of goods and services.

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 Executive Assistant position reports into the Te Tumu Houkura (General Manager Māori) within the Māori Economic Development branch. The branch sits within the Te Waka Pūtahitanga (TWP) 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