POSITION DESCRIPTION
TITLE: Executive Assistant to the Deputy Mayor
VACANCY NO:(applicable for recruitment only)
REPORTS TO: Team Leader Business Support /
Executive Assistant to Mayor
DIRECT REPORTS: Nil
LOCATION:
Any Council Location
DATE: November 2021
Purpose of the position:
To provide high level Executive Assistance to the Deputy Mayor
The role is part of the Mayor’s Support team and works collaboratively with other support staff within the team
and wider organisation.
General:
As an employee of the Council you are required to:
Respond to the changing needs of the Council, performing other tasks as reasonably required.
Maintain a strict sense of professional ethics, maintaining confidentiality and privacy as per the Privacy Act and
abiding by Council Policy.
Be responsible for meeting the provisions of the Public Records Act 2005 (PRA) and the Local Government
Official Information and Meetings Act 1987 (LGOIMA) in respect of Council information, and for following related
Christchurch City Council policies and processes.
Be associated, as required, with
CIVIL DEFENCE or any exercise that might be organised in relation to this
council function.
Assist, support and respond to, as reasonably required, any event where the Business Continuity Plan is
activated.
Key Areas Of Accountability
Executive
Provide high level and professional executive assistant support by;
Assistant
Obtaining a strong grasp of the key issues and priorities in order to assist the
incumbents to be effective in their roles
Proactive diary management and support by aligning scheduling with priorities
Screening incoming mail, e-mail and phone calls, redirecting, delegating and
prioritising as appropriate and with the required level of confidentiality
Provide timely and accurate word processing of correspondence and invitations as
required and ensuring detailed information is made available ahead of events
Action resident enquiries as directed by the Deputy Mayor or calls received into the
Mayor’s Office
Informing on priority issues, researching and preparing background information as
appropriate
Co-ordinating management and resolution of issues
Provide high level secretarial assistance and support to the Deputy Mayor
Meet and greet visitors for the Deputy Mayor as required
Manage disruptions to minimise impact and maintain key stakeholder relationships
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Reviewed: December 2014
Key Areas Of Accountability
Research and coordinate a range of key projects and issues on behalf of the Deputy
Mayor
Disseminate relevant information to Key Stakeholders
Maintain database of the Deputy Mayor contacts
Assist in the preparation and maintenance of procedures in accordance with Council
policy and quality systems
Apply diplomacy at all times
Team Membership
Be an active member of the Office of the team
Provide cover for Executive Assistant to the Mayor when required
Under guidance from others, assist at functions hosted in the Mayor’s Lounge as
required
Be a team player by maintaining a flexible, willing approach to ad-hoc service needs
Play an active role in identifying, developing and implementing process improvements
that lead to cost savings or increased internal client satisfaction
Health & Safety
Responsible for keeping yourself and others safe while at work, complying with
Council health and safety systems and wearing protective clothing and using
equipment provided.
Budget
Accountable and responsible for managing a budget of $ Nil
Delegations
Delegated authority is as per the Register of Delegations on the Christchurch City
Council website
Key Relationships/Customers:
Internal
Nature of the Relationship
Team Leader Business Support / Executive Assistant to
Reports to
Mayor
Deputy Mayor
Executive assistance to
Other team members
Works with and supports
Group managers and their Executive Support
Liaises with
Other Council staff
Liaises with
External
Nature of the Relationship
Members of Parliament, Government Departments and Communicates and liaises with
Agencies
Senior executive assistants in external stakeholder
Communicates and liaises with
organisations
Business Leaders
Communicates and liaises with
General public, visitors and guests
Communicates and liaises with
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Reviewed: December 2014
Formal Qualifications and Training
Required
Desirable
Minimum of level 5 qualification, or equivalent relative experience
Current drivers licence
Key Experience/Knowledge/Skills/Competencies
Required
Desirable
6 years’ experience as a Personal / Executive Assistant to a Senior Manager
Experience in managing senior executive internal relationships in both formal and
informal contexts, as well as ability to work collaboratively with all levels across the
organisation
Advanced written and oral communication skills, including letter and report writing
with a very high level accuracy in spelling and grammar
Highly developed attention to detail and ability to maintain a high level of accuracy
in all work areas
In-depth knowledge of administrative systems and procedures with advanced level
computer skills in Microsoft Word, Excel, PowerPoint and Outlook
Highest possible levels of confidentiality, trust, loyalty and discretion
Able to handle pressure, stress and interpersonal challenges
Ability to act with speed and precision
Lateral thinking and flexible problem solving skills
Excellent relationship building and customer care skills and ability to work as part of
a team
Political neutrality
Customer Focus
Anticipates customer needs and takes prompt action.
Is approachable, demonstrates empathy and keeps customers informed.
Listens to feedback from customers and takes time to understand their views and
needs.
Is a role model for customer service excellence.
Focus on Results
Can be counted on to achieve goals successfully and safely.
Monitors own progress and is willing to try different approaches in order to be
successful.
Is proactive in highlighting barriers which affect the delivery of services/results.
Acknowledges others progress and success; giving feedback and credit where it’s
due.
Working Collaboratively
Co-operates to find solutions which achieve your goals and those of others.
Asks others for their ideas and input.
Helps others willingly and is willing to accept help.
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Reviewed: December 2014
Key Experience/Knowledge/Skills/Competencies
Required
Desirable
Gets to know people outside of their own team.
Embracing Change
Identifies ways to improve daily activities/processes/tasks.
Accepts change as an organisational reality; responds helpfully and positively.
Understands how self and others react during change.
Supports colleagues though change.
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Reviewed: December 2014
POSITION DESCRIPTION
How the position fits into the organisation:
Chief Executive
Principal Advisor Ngai
Team Leader Executive
Tahu Relationships
Support
General Manager
General Manager
Infrastructure,
General Manager
Assistant Chief
Resources
Planning & Regulatory
Citizens & Community
Executive Strategic
Services
Policy & Performance
Head of Office of Mayor
and Chief Executive
Team Leader Business
Support/Executive
Assistant to Mayor
Executive Assistant to
Deputy Mayor
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Reviewed: December 2014
