Kaiwhakahaere Matua | Executive Assistant

You will have expertise in providing high-quality executive support to a Chief Executive and governance and secretariat support to a board or board sub-committees; developing and implementing streamlined, ‘light-touch’ processes to support busy, not-for-profit organisations; and providing administrative support to support executive leadership teams.  

As a team-player who works collaboratively across teams, you will enjoy working in a dynamic, flexible and values-driven organisation, and have experience in supporting CEOs and executive leaders to lead successful strategic transformation projects. 

Pūtake tūranga | What you will do

In this stimulating and fast-paced role, you will:

• Provide executive assistant support to the Tumu Whakarae | Chief Executive and governance support to the Tumuaki | President of the Society.
• Support executive and governance processes, including through agenda preparation, collation of meeting papers, travel bookings, preparation of minutes, and other logistical support. 
• Provide secretariat support to Council and Council sub-committees.
• Coordinate regular organisational reporting, and monitor and manage relevant action lists.
• Monitor organisational workflows and follow up on outstanding information or actions.
• Work collaboratively across the organisation to ensure on-time delivery of reports, papers, briefings and other critical project workflows.
• Reply to routine requests to the Chief Executive, and refer matters needing attention.
• Handle personal and commercial information with appropriate care and confidentiality. 
• Maintain accurate, accessible and appropriately secured digital records.
• Lead the development of Sharepoint document management structures and processes.
• Administer contracts, process invoices and support financial reconciliation processes. 
• Contribute to ongoing improvement of administrative systems, processes, and templates.
• Contribute to hosting events, and provide courteous, culturally appropriate service to visitors.
• Lead or contribute to special projects in support of the Chief Executive.
• Assist the Chief Executive to identify organisational risks and opportunities, understand stakeholder and staff perspectives, and scope the CE’s forward work programme.
• From time to time, provide general administrative support to cover absences in other teams.

Ngā pukēnga me te wheako | What you will bring

Essential skills and experience:

• At least 5 years' experience in a similar executive assistant role reporting to a CE.
• At least 5 years' experience leading governance support to a board or committee Chair.
• Demonstrated expertise in diary management, travel and events coordination, secretariat support, financial and contract administration, records and information management, and monitoring, managing and reporting on business workflows.  
• Qualifications and/or proven expertise in MS Office suite, Sharepoint, mail-merge and project management tools. 
• A commitment to work in alignment with the principles, spirit, and intent of Te Tiriti o Waitangi. 
• Ability to work independently and exercise sound judgement in escalating any issues when necessary.
• A collaborative working style and ability to engage positively with stakeholders at all levels and contribute to a positive team culture. 

Desirable skills and experience:

• A relevant qualification in business management, administration, financial management, or other relevant diploma or degree.
• Experience in using Artificial Intelligence-based tools appropriately and ethically to support efficient business processes.
• Demonstrated experience working with Mailchimp and Canva, or other graphical design tools.
• Proficiency in te reo Māori me ōna tikanga.

Te Mahi | Job Description

This is a part-time permanent position based in Thorndon, Wellington. We are flexible on hours (0.5 – 0.8 FTE) for the right applicant.  The role is primarily office-based, but the Society supports flexible working arrangements.  The role reports to the CEO.

The current midpoint of the remuneration range is approximately $80,000 (based on full-time equivalent, and to be prorata for part-time 0.5 – 0.8 FTE). The remuneration is reviewed and adjusted annually in line with movements of the Stats NZ Labour Cost Index. The full remuneration range is 85-115% of the midpoint. The commencing remuneration may be at or about the midpoint, dependent on the skills and experience of the successful applicant. 

View full position description.

Mō Te Apārangi | About Us

The Royal Society Te Apārangi is an independent, not-for-profit organisation with a vision for Aotearoa New Zealand to be guided and inspired by science and research. The Society grows pathways of knowledge to enable science and research to be shared for the benefit of all.

Whakaurua | Apply 

Please submit a CV and covering letter (no more than 4 pages combined) to hr@royalsociety.org.nz by midday, Monday 17 August 2026.

You must be a New Zealand citizen or resident currently eligible to work in New Zealand.

He pātai – questions? 

We welcome enquiries from interested candidates. For more information or to arrange a confidential conversation with the CEO, please contact: 

Steph Cursons
Kaimanaaki Pumanawa Tangata ǀ People and Membership Advisor
hr@royalsociety.org.nz