POSITION DESCRIPTION
TITLE: Mayoral Support Coordinator
VACANCY NO:(applicable for recruitment only)
GROUP: Office of the Mayor and Chief Executive
REPORTS TO: Team Leader Business Support / EA
to Mayor
DIRECT REPORTS: Nil
LOCATION:
Any Council Location
DATE: November 2021
Purpose of the position:
The purpose of this role is to provide logistical and administrative support to the Mayor, manage and deliver all
aspects of the Mayor’s function and hospitality requirements, and to manage the reception function in the
Office of the Mayor and Chief Executive.
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 Local Government Official information and Meetings Act 1987
(LGOIMA) in respect of official 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
Event Management
Manage all invitations received by the Mayor to attend functions, events and
conferences.
Liaise with the Manager Civic and International Relations on aspects of Civic
Ceremonies, to ensure the Mayor is fully prepared to attend all Civic Ceremonies.
Arranging catering for meetings held in the Mayor’s office.
Providing catering or beverages for impromptu adhoc events or meetings.
Setting up venues for Mayoral events and ensuring any appropriate collateral is
available to be displayed.
Reception
Meet and greet all visitors for the Mayor, Deputy Mayor and Chief Executive.
Ascertain visitor and guest requirements and make contact with intended hosts in a
timely fashion.
Display excellent reception skills by being able to communicate and sell a plan of
action to communicate and/or resolve immediate customer complaints.
Ensure reception area is always immaculate and appropriately presented.
Office of the Mayor & Chief Executive
Page 1 of 4
Reviewed: December 2019
Key Areas Of Accountability
Administration
Liaise with and support the function manager regarding catering, ensuring dietary and
Support
cultural requirements are taken into account.
Ensure appropriate technology requirements are provided, cultural and gift
requirements ascertained, parking requirements and other logistics organised.
Ensure the Mayor’s lounge is clean, tidy and in a state of readiness for each meeting.
From time to time assist with Mayoral and Civic Receptions.
Ensure telephone inquiries including customer complaints and other requests handled
in a sensitive and timely manner.
Coordinate tasks such as the sending of congratulatory letters/cards on behalf of the
Mayor and congratulatory messages to requests through the DIA, specifically,
significant anniversaries.
Arranging and distributing the Mayor’s Christmas messages, recording of gifts and
storage arrangements.
Working across the Council teams and with the Mayor to ensure guests are invited to
Mayoral events.
Liaise with community and business groups to determine the extent of the Mayors role
and protocol around a Mayor hosted event.
Assist with coaching the Councillors on how to engage services or requirements for
smooth process operations.
Maintain 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 and liaises with
the Mayor
Mayor
Provide administrative and logistic support to
Other Office of the Mayor and Chief Executive staff
Liaises with
Other Council staff
Liaises with
External
Nature of the Relationship
External providers e.g. catering, venues
Service providers
Local officials/Delegates
Provides information to
Office of the Mayor & Chief Executive
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Reviewed: December 2019
Formal Qualifications and Training
Required
Desirable
NZQA Level 5 or equivalent work experience
Degree qualification in events management or equivalent work experience
Full New Zealand Driver’s Licence
Key Experience/Knowledge/Skills/Competencies
Required
Desirable
Minimum of 7 years relevant experience in hospitality, event and/or conference
management managing significant events at a range of venues
Able to work with a relate to senior stakeholders
Able to facilitate and work within a multidisciplinary team
Able to prioritise work effectively to ensure deadlines are met
Able to make sound decisions and stay calm under pressure
Highly organised and an eye for detail
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.
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.
Gets to know people outside of their own team.
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.
Communication
Engages with others; listening and showing respect for their input, suggestions
and feedback.
Puts forwards suggestions, ideas and feedback.
Shares relevant information with colleagues.
Communicates clearly and constructively, verbally and in writing.
Considers their audience and adapts their communication accordingly.
Office of the Mayor & Chief Executive
Page 3 of 4
Reviewed: December 2019
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
Mayoral Support
Coordinator
Office of the Mayor & Chief Executive
Page 4 of 4
Reviewed: December 2019
