POSITION DESCRIPTION: EXECUTIVE ASSISTANT & …

1 POSITION DESCRIPTION: EXECUTIVE ASSISTANT & team CO-ORDINATOR Job Band: 3 team : Arts Policy, Capability and International (TAPIC) Reports to: Senior manager , TAPIC Number of Direct Reports: No direct reports Financial Accountabilities: Nil Status Full time Location: Wellington CREATIVE NEW ZEALAND S PURPOSE Creative New Zealand is the national arts development agency developing, investing in and advocating for the arts. WHAT WE DO Creative New Zealand s support for the development of the New Zealand arts sector is provided primarily through our funding programmes.

2 We also deliver a range of programmes to build the capability of artists and arts organisations, and to advocate for the arts. team PURPOSE: The TAPIC team leads the development of arts policy in line with Creative New Zealand s strategic plan; provides skills development opportunities for individuals and organisations to improve their performance in finance, governance, and audience and market development and promotes New Zealand art internationally by assisting artists and arts organisations to access international audiences and markets. JOB PURPOSE: The EXECUTIVE ASSISTANT / team Co-ordinator provides professional, high quality administration and co-ordination services and project support to the Senior manager , Arts Policy, Capability and International and the teams reporting to this role.

3 KEY RESULT AREAS CRITICAL TASKS PERFORMANCE INDICATORS Support to Senior manager Provide administration support to the Senior manager including travel, diary and email management, office administration system management, and meeting coordination. Support includes: Manage diaries, advise on conflicting events and carry out multiple re-scheduling as necessary. Provide secretarial support as required. Knows and keeps Senior manager informed of all activities and appointments at all times. Duties completed within agreed time frames, to accurately meet requirements and consistent with team /CNZ policies and procedures as applicable.

4 2 KEY RESULT AREAS CRITICAL TASKS PERFORMANCE INDICATORS Sort, prioritise and draft internal and external correspondence as needed. Develop and maintain office systems, including email and other electronic monitoring and filing. Schedule meetings, including regular team meetings, and provide administrative support to meetings (organise attendees, venues and relevant catering requirements). Prepare agendas and papers for circulation. Book and co-ordinate manager s travel and accommodation. Undertake other duties are requested.

5 Travel and accommodation bookings are timely, accurate and represent good value for money. Seeks to continually improve the quality and efficiency of services provided. Ensures the best use is made of technology to provide efficient and effective administrative services. Ensure that all minutes and papers are prepared accurately and despatched on time. team support and contribution Provide general administrative support to the International, Arts Policy and Capability teams including: Travel, accommodation and itinerary arrangements for the team . Prepare and process payments.

6 Provide liaison assistance to visitors. Log mail and action as required. Assist with large mail outs. Manage the teams work plan Attend team meetings and take notes as required. Participate in the team s planning processes. Liaise with Business Services team to ensure correct recording and logging of contracts, funding agreements, acquittal reports and invoices Attend meetings as required, liaising with internal and external stakeholders, assisting with information packs and relaying media enquiries. Maintain a document register and system for storage and retrieval of all contracts.

7 Assist and coordinate material for internal and external reporting requirements including preparation of Senior Management team , Board and Council papers and ministerial reports. Prepare funding contracts as required. Tasks completed within agreed timeframes, to accurately meet requirements and consistent with team /CNZ policies and procedures. Proactively seeks feedback on the quality of the administration services provided. Seeks to continually improve the quality and efficiency of services provided. Ensures the best use is made of technology to provide efficient and effective administrative services.

8 Participation is proactive and enthusiastic as a team member. Be open to feedback from colleagues. Demonstrate an approach of continuous improvement. Positive relationships are built with CNZ staff across the organisation. Document filing systems (electronic and hard copy) are well maintained and logically ordered. 3 KEY RESULT AREAS CRITICAL TASKS PERFORMANCE INDICATORS Develop and maintain databases and office systems. Contribute to cross- team projects, as required including working with Communications staff, Arts Funding Advisers, Grants Processing and Business Services and external and internal assessors.

9 Assist with carrying out administration for hui, meetings, events/festivals/fairs on-shore and off-shore, including liaising with and hosting international guests/clients, sourcing display material and coordinating presentations. Work closely with other support staff within the organisation and provide mentoring support as required. Project Administration and Coordination Provide project administration and management support to the teams, including: Maintaining the overall work plan and project plans, tracking key tasks, critical path and budgets.

10 Documenting the outcomes of projects. Preparing regular reports against project progress in agreed format and content. Project support is timely, accurate and responsive to the needs of the team . Needs of internal and external stakeholders are met. Regular reports are provided on time to the quality required. Participation in projects is in accordance with CNZ`s project management protocols. Administrative and Project Support for Programmes and Initiatives Provide programme administration and support to the teams, including: Assist with preparing assessment documentation.