Executive Assistant to Permanent Representative - New York

Ministry of Foreign Affairs and Trade•New York, NY

1d•$57,782 - $78,176•Onsite

About The Position

The Executive Assistant to the Permanent Representative is responsible for providing dedicated executive support services, including event management to the Permanent Representative (PR) who is the Head of the Mission in New York. The core responsibility of this position is ensuring the PR’s schedule is kept up to date and proactively managed and anticipating needs including briefing packs and follow ups. This includes the delivery of PR hosted events at the New Zealand Mission and Official Residence. You will also work with others team members on corporate support functions to ensure the smooth and efficient operation of the Mission. Our Executive Assistant needs to be comfortable with providing support across various technology platforms including uploading statements onto our website and sharing social media updates as appropriate. You will need to forward plan effectively to ensure seamless delivery of support during busy periods.

Requirements

Three to five years’ experience in a business administration role supporting a senior executive with a particular focus on calendar management and proactive scheduling and planning.
Demonstrated experience in the planning and delivery of formal events including lunches, dinners and evening receptions.
Experience in supporting a busy senior executive with administrative deliverables including preparing briefing packs, financial reporting and credit card reconciliations, stakeholder management and other corporate business obligations.
Has experience supporting the use of and maintaining technology platforms for internal and external communications – e.g. Zoom meetings, websites, social media platforms.
Must be a New Zealand Citizen.
Able to obtain and maintain an appropriate New Zealand Government Security clearance.

Responsibilities

Ensuring the PR’s schedule is kept up to date and proactively managed.
Anticipating needs including briefing packs and follow ups.
Delivery of PR hosted events at the New Zealand Mission and Official Residence.
Working with other team members on corporate support functions to ensure the smooth and efficient operation of the Mission.
Providing support across various technology platforms including uploading statements onto our website and sharing social media updates as appropriate.
Forward planning effectively to ensure seamless delivery of support during busy periods.