Mō te tūranga | About the Role

To provide administration support to multiple senior leaders and their teams within DDAI, enabling them to leverage and utilise their time more effectively to be more visible, flexible and accessible to the business and customers. Core activities include efficient and effective coordination of the office function including diary management, travel booking, expense management, processing of invoices, forward planning, general administration, and liaison with the Executive Assistants and relationship management across internal and external business partners where required. 

From time-to-time this role will be required to provide back-up support to the Executive Assistant to the Chief DDAI Officer and cover the Executive Assistant role during times of leave when requested.  

Key Responsibilities

• Demonstrate maturity, discretion, and professionalism. Remaining calm and professional under pressure 

• Ensure the Senior Leader’s time is appropriately committed and allocated to achieve optimal efficiency 

• Manage diaries and emails for the Senior Leaders effectively and efficiently. Anticipate diary and administrative issues before they happen and manage the outcome 

• Follow up all queries/requests/action items in a timely manner 

• Use discretion to manage and close out issues of lesser importance, particularly in relation to communications, correspondence, and diary management 

• Maintain effectiveness when experiencing major changes in work tasks or the work environment. Working within new structures, processes, requirements, or cultures. 

• Exercise flexibility with work hours and availability in accordance with business requirements 

• Contribute at a high level to the broader DDAI strategies through preparation of documentation and information to enable key decisions 

• Establish productive working relationships with People and Communications, business, technology, digital, data, AI and strategic partner colleagues in order to seek the best inputs across DDAI’s priorities. 

• Assist broader LT with assistance in recruitment for the teams  

• Assist in the management of workflow to ensure the accurate documentation and progress of initiatives through the delivery lifecycle 

• Arrange LT meetings, team meetings/functions, meeting room bookings, offsites etc. Oversee the organisation and logistics of Team Off site/Training sessions. 

• Manage meeting minutes across LT meetings and recording of actions as required. 

• Arrange travel schedules, itineraries and expenses (flights, accommodation, meetings) for the Senior Leaders and members of their teams as appropriate 

• Effectively manage expenses and budgets with the Senior Leaders 

• Enable your managers to be appropriately prepared for their days and specific meetings by printing and organising emails and other background documentation as appropriate 

• Create and maintain electronic and paper files as required 

• Prepare and distribute relevant documents/presentations if required for meetings. 

• Process and review p-Card transactions on behalf of your Senior Leaders and manage input of details into the Gifts and Hospitality register as required 

• Managing approvals on behalf of your Senior Leaders – i.e., leave requests, invoices, technology requests 

• Help your Senior Leaders maintain awareness of key milestones/events for their people e.g., service anniversaries, birthdays etc 

• Assisting with the management and improvement of any operating inefficiencies within and across the business; working across boundaries, sharing information to clarify and facilitate a way forward 

• Promote a culture of organisation and efficiency within the teams, including assisting with creation of team calendars 

• Be a key promoter of the team culture of drive for excellence, caring, professionalism and collaboration 

• Assist with the collation of management reports as required 

• Assist and manage Business Continuity Planning 

• Assist in set up of new staff members, guiding LT in the process  

• Raise IT work requests and monitor progress to ensure they are actioned for your Senior Leaders and members of their teams as appropriate 

• Process and review P2P invoices on behalf of your Senior Leaders. E,g new vendor set-up, coding, and approvals 

• Monitoring of Compliance Training, Annual Leave and Motivate completions 

• Maintain staff lists i.e., staff details, structure charts, email distribution groups, teams’ sites. 

• Assist with day-to-day admin tasks as required, promptly and efficiently 

• Undertake projects and work tasks as required by your Senior Leaders or their teams.  

Nā tāu rourou | What will you bring?

• 5+ years’ experience in a similar role managing multiple senior stakeholders 

• Ability to anticipate the needs of your stakeholders ahead of time 

• Strong attention to detail, time management and problem solving 

• Exemplary organisational skills and teamwork 

• Initiative to identify areas for improvement and execute changes to effect improvement 

• Strictest confidentiality and discretion  

• Sound judgment and ability to read and navigate complex environments 

• Strong verbal and written communication 

• Ability to plan and execute with limited supervision  

• Demonstrable commitment to performance  

• Document preparation - ability to prepare correspondence and deliverables at a professional standard. 

• Ability to source or create template documents where required 

• Exercises adaptability and flexibility 

• Ability to maintain a sense of calm and control in a pressured environment 

• Demonstrates reliability, positivity and resilience.  
  Skills

Ko mātou tēnei | Our Organisation
At Westpac, we’re working together to build a fairer and stronger New Zealand for our people, customers, and communities. For over 160 years we’ve been driven by our purpose to Create Better Futures Together.

What makes us unique are the incredible people we’re lucky enough to have walk through our doors every day. The giant ‘W’ on our building doesn’t just stand for Westpac – it says, double you. We’re a place that values, rewards and recognises individuality. Where you can be your whole self, your true self, and your best self. We’re recognised as a place where talent is developed, where passions are fuelled and where ambitions of all shapes and sizes thrive. And it all starts with you!

Tono mai ināianei! | Apply Now!

Apply today with your CV and Cover Letter. 

The people of Aotearoa, New Zealand hail from many cultures and backgrounds. At Westpac New Zealand, we draw on this enormous talent pool to cultivate a team rich in ability and empowered to reach its full potential. Our aim is to be brave challengers, celebrating our differences and relentlessly advocating for our customers. It starts with us – we believe that when we care deeply and do our best for our people, they’ll do their best for our customers. We encourage people from all walks of life to apply, including those who are neurodivergent, have chronic health conditions or disabilities – your attitude and passion are as important to us as your experience, qualifications and capabilities. 

Mahi tahi tātou, kaha ake tātou | Together Greater

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