Executive Assistant

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DIVISIONAL SERVICES AND ADMINISTRATION | WHAKARATOKA ME NGĀ WHAKARITEKA Ā-WĀHAKA

•    Salary + 6.5%25 Superannuation + 5 weeks annual leave. 
•    Family friendly employer + on-site childcare opportunities. 
•    Professional development opportunities.

The role/Te mahi

We’re looking for two proactive, experienced Executive Assistants to support our Senior Leadership Team in high-impact roles. These roles offer the chance to provide trusted, confidential support while keeping operations running seamlessly, perfect for a polished EA or senior administrator with a strong track record at executive level.

Executive Assistant to the Registrar

The Registrar’s Office oversees governance for Council and committees, student appeals, policy, statutes, privacy, copyright, and Official Information Act requests. You will engage with internal and external stakeholders, build strong relationships, and manage enquiry flow by triaging and directing requests efficiently, ensuring responsive, seamless support across this complex University portfolio.

This Executive Assistant role provides high-level, dedicated support to the University Registrar and Secretary to Council, ensuring priorities are managed effectively and the office operates with efficiency and professionalism.

You will bring a proactive, forward-thinking approach, with the ability to work independently, anticipate needs, and progress work with minimal direction. Experience in council/board minute-taking and agenda preparation is advantageous, with the ability to distil and document key discussions and actions.

Executive Assistant to the Deputy Vice-Chancellor (Academic)

The Academic Division is a large, service-focused portfolio led by the Deputy Vice-Chancellor, encompassing areas such as learning and teaching, student experience, academic quality, libraries, and educational innovation. These units play a critical role in supporting students from enrolment through to graduation, including pastoral care, wellbeing services, academic administration, and key student milestones such as timetabling, examinations, and graduations.

This Executive Assistant role provides high-level, proactive support to the Deputy Vice-Chancellor (Academic), acting as the first point of contact and ensuring priorities are managed effectively to support the smooth operation of a large, student-focused academic division.

Both roles are part of the Divisional Services and Administration team, flexibly providing administrative services across the University. A strong customer service orientation and commitment to continuous improvement initiatives is critical to your success. 

Key responsibilities include:
•    Providing a responsive first point of contact for the Executive, anticipating needs and triaging requests by urgency.
•    High level diary management, correspondence, meeting administration, and project assistance.
•    Identifying and resolving issues, taking initiative to implement effective solutions.
•    Preparing and reviewing high-level communications and documentation, ensuring accuracy and quality across a range of matters.

Your skills and experience/Kā pūkeka me kā wheako

The ideal candidates bring exceptional communication skills, meticulous attention to detail, and the ability to excel in a fast-paced, constantly evolving environment. These are dynamic, multifaceted roles that require adaptability, sound judgement, and resilience. 

We’re seeking candidates who:
•    Thrive under pressure, confidently navigating competing priorities and shifting demands.
•    Work independently, taking ownership and driving tasks through to completion with minimal supervision.
•    Demonstrate initiative and resourcefulness, proactively identifying improvements and resolving issues before they escalate.
•    Anticipate needs, staying one step ahead and responding swiftly to emerging challenges.
•    Bring energy and agility to a complex environment, contributing to a culture of excellence and continuous improvement.

About our team/Mō te tīma

Executive Assistant roles are part of the Divisional Services and Administration Division, a team of highly skilled professionals responsible for delivering outstanding student and staff experiences through high quality, confidential operational management, and administrative services. We are a strong supportive whakawhanaungatanga, (community), proud of the work we do as the largest workforce in the university, spanning every corner of the motu. 

Further details/Pūroko

These are both full-time (37.5 hours per week), fixed term positions, located in Ōtepoti, Dunedin. The fixed term position with the Registrar’s office is 10 months, the fixed term position with the Deputy Vice-Chancellor (Academic) is up to 12 months.

You must have the right to live and work in New Zealand to apply for this position.

The appointment range for this role is $75,631 to $80,503 per annum. Top of the range is $87,750.

The University of Otago is a workplace that values and utilises diverse and inclusive thinking, people, and behaviours. This means that we honour Te Tiriti o Waitangi and that the contributions of staff with diverse backgrounds, experiences, skills, and perspectives are valued and respected.

For further information, or to discuss this role in confidence – please contact the Operations Lead, Susan Larsen or Jen Pearce for the relevant role via the contact details below.

Application/Tono

To submit your application (including CV and cover letter) please click the apply button. Applications quoting reference number 2600836 will close on Sunday 14th June 2026.

Applications will be reviewed as submitted and candidates may be invited to interview immediately. The University reserves the right to close this vacancy at any time.

Additional Information

Contact: Susan Larsen - Operations Lead, Deputy Vice-Chancellor (Academic) or Jen Pearce - Operations Lead, Registrar 

Position details: Job Description

Further Information: University of Otago

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Location: About Dunedin