POSITION DESCRIPTION
TITLE: Team Leader Business Support / Executive
Assistant to Mayor
VACANCY NO:(applicable for recruitment only)
GROUP: Strategic Policy & Performance
REPORTS TO: Head of Office of Mayor and Chief
Executive
DIRECT REPORTS: 4
LOCATION:
Any Council Location
DATE: November 2021
Purpose of the position:
To provide Executive Assistant support to the Mayor to support the delivery and achievement of the Mayor’s
vision and strategic objectives.
To supervise the business support team and ensure the delivery of high quality support to elected members and
the Mayor.
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
Leadership
Provide direction, empower, motivate and develop others in order to achieve business
unit, group and organisational goals.
Role models our shared values
Ensure that people policy and practices are consistently observed and implemented
and that opportunities exist for ongoing professional growth and development.
Lead team members to ensure a high performance culture and address any issues
impacting team or individual performance in accordance with relevant policies.
Oversee events, management of reception, hospitality and all business support
functions for the Mayoral office.
Establish clear objectives, priorities and outputs for the administrative team.
Provide cover for other team members when required.
Executive
Develop and maintain understanding of key priorities and respond to priority issues
Assistant to Mayor
effectively
Strategic Policy & Performance Group
Page 1 of 6
Reviewed: December 2019
Key Areas Of Accountability
Provide high level and professional executive assistant support to the Mayor ensuring
the effective use of time in a confidential and efficient manner through:
o
Proactive diary management and support by aligning scheduling with priorities.
o
Ensuring the Mayor has received all the appropriate information in preparation for
meetings and appointments.
o
Screening incoming mail, e-mail and phone calls, redirecting, delegating and
prioritising as appropriate.
o
Informing on priority issues, researching and preparing background information
as appropriate.
o
Co-ordinating management and resolution of issues.
o
Provide high level secretarial assistance and support to Mayor.
o
Assist with preparing the Mayor’s papers.
Liaise with other team members to coordinate Mayoral functions including organising
catering, determining technology requirements and arranging travel and
accommodation where necessary
Manage disruptions to minimise impact and maintain key stakeholder relationships.
Research and coordinate a range of key projects and issues on behalf of the Mayor.
Disseminate relevant information to key stakeholders.
Maintain database of Mayor contacts.
Assist in the preparation and maintenance of procedures in accordance with Council
policy and quality systems.
Apply diplomacy at all times.
Assist with coaching the Mayor and Councillors on how to engage services or
requirements for smooth process operations.
Process Excellence
Manage support processes in line with best practice guidelines.
Manage confidential information to ensure access is available only to those nominated
by the Mayor.
Maintain, prepare and coordinate records, reports and correspondence in a highly
confidential manner.
Develop, implement and continuously improve office management systems.
Play an active role in identifying, developing and implementing process improvements
that lead to cost savings or increased internal client satisfaction.
Relationship
Build and maintain relationship of trust and respect with the key stakeholders.
Management
Develop and maintain effective networks to ensure Mayor is fully appraised on
relevant issues.
Display a sound level of political judgement and sensitivity in dealing with colleagues,
associates and team members, including elected representatives and external
stakeholders.
Work collaboratively with internal and external stakeholders including local authority
staff, Members of Parliament, Business Executives and members of the Public to
enhance Mayor and Council reputation.
Network with all Executive Support and administration staff to ensure consistency
across the Council.
Be a team player by maintaining a flexible, willing approach to ad-hoc service needs.
Strategic Policy & Performance Group
Page 2 of 6
Reviewed: December 2019
Key Areas Of Accountability
Health & Safety
Responsible for providing a safe work environment, implementing Council health and
safety systems, encouraging employee participation and striving for continuous
improvement in health and safety
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
Assistant Chief Executive
Reports to
Mayor
Provide executive administration duties to
Team Members
Provide leadership and strategic direction to
General Managers
Liaises with
Executive Support team
Liaises with
Other Council staff
Liaises with
External
Nature of the Relationship
Other local authorities
Communicates and liaises with
Members of Parliament
Communicates and liaises with
Government Departments and Agencies
Communicates and liaises with
Senior executive assistants in external stakeholder
Communicates and liaises with
organisations
Business Leaders
Communicates and liaises with
Citizens and community
Communicates and liaises with
Formal Qualifications and Training
Required
Desirable
Minimum National Certificate Level 5 (i.e. National Certificate in Business
Administration) or experience in a similar role
Key Experience/Knowledge/Skills/Competencies
Required
Desirable
Minimum of 7 years’ experience in an Executive Assistant role to a Minister, CEO or
equivalent
Previous experience in a leadership role
Experienced in risk assessment or dealing with issues
In-depth knowledge of administrative systems and procedures, with strong
computer skills in Microsoft Word, Excel, PowerPoint and Outlook
Strategic Policy & Performance Group
Page 3 of 6
Reviewed: December 2019
Key Experience/Knowledge/Skills/Competencies
Required
Desirable
Well-developed communication and interpersonal skills, with advanced written and
oral communication skills, including experience in 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
Experience in managing senior executive internal relationships in both formal and
informal contexts
Ability to work collaboratively with all levels across the organisation
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
Political neutrality
Leadership: Motivating and empowering self and others.
Creates an engaging environment where people want to do their best.
Is a visible leader engaging with people inside the organisation and externally.
Supports people, at all levels, to be empowered and accountable.
Tailors leadership style to the situation and has a range of persuasion and
influencing techniques.
Creates a safe and healthy work environment, characterised by genuine staff
involvement and ownership.
Customer Focus: Focusing on our internal and external customers.
Ensures teams/units/groups and organisation stay focused on the agreed
customer priorities.
Creates an environment where effective relationships with customers and
communities are developed, maintained and encouraged.
Includes customer and service focused outcomes in strategies, organisation wide
planning and policy making.
Focus on Results: Delivering what has been agreed and celebrating
outcomes/results.
Maintains commitment and focus on what has been agreed.
Creates a climate where high performance is enabled and results can be
delivered.
Encourages the sharing of progress and achievements across
unit/group/organisation.
Takes calculated risks in order to enable the delivery of better results.
Working Collaboratively: Working together within and across the organisation
Takes a visible, lead role in driving cooperation and collaboration between units
and groups.
Supports and enables multi-disciplinary teams to work together to get things
done.
Strategic Policy & Performance Group
Page 4 of 6
Reviewed: December 2019
Key Experience/Knowledge/Skills/Competencies
Required
Desirable
Encourages dialogue to remove barriers between teams, units and groups.
Builds effective relationships between Elected Members and the organisation.
Embracing Change: Initiating and being part of change.
Creates an environment where curiosity, ideas and continuous improvement is
encouraged.
Initiates and drives strategic change which enables better delivery for the group
and organisation.
Plans change taking all factors into account.
Champions change through implementation and into business as usual.
Monitors the amount and pace of business change and takes appropriate action.
Strategic Policy & Performance Group
Page 5 of 6
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 / EA to Mayor
Strategic Policy & Performance Group
Page 6 of 6
Reviewed: December 2019
