As part of Napier City Council’s organisational redesign, we’ve created a new Personal Assistant role to support two newly established Heads of Department, strengthening leadership capability and operational efficiency across Strategy and Regulatory functions.

The Personal Assistant (Strategy and Urban Development) will provide essential administrative and operational support to the Head of Strategy & Programme Delivery and the Head of Regulatory Delivery. In this role, you’ll manage complex schedules, coordinate communications, and ensure smooth operational workflows. By keeping projects and priorities on track, you enable our leaders to focus on delivering strategic and regulatory outcomes that make a real difference for our community.

This position will be part of the Strategy & Urban Development Directorate (Urban), which leads future planning, policy development, and compliance to promote sustainable growth and enhance community well-being. The directorate supports businesses and developers through regulatory service excellence. It oversees projects to ensure efficient resource utilisation and the delivery of tangible community benefits.

Te Āheinga - The Opportunity

• Provide comprehensive support to the Head of Strategy & Programme Delivery and Head of Regulatory Delivery, including calendar, email, travel, meeting coordination, and preparation of materials such as reports, presentations, and briefing papers.
• Act as first point of contact for internal and external communications, handling emails, calls, and correspondence professionally while prioritising messages and drafting responses where needed.
• Coordinate meetings, take accurate minutes, track action points, and ensure timely follow-up to support strategic and regulatory objectives.
• Maintain confidential files, records, and databases, ensuring information is accurate, secure, and easily accessible.
• Assist with project coordination, progress monitoring, and facilitating communication across teams and stakeholders.
• Support travel arrangements, expense claims, and relationship management with internal and external stakeholders, acting with discretion and professionalism.

He kōrero mōhou - About You

• NCEA Level 3 (or equivalent) and at least 5 years’ experience as a Personal Assistant or administrator in a large organisation.
• Experience managing complex diaries, organising meetings, and handling confidential information.
• Strong organisational, time management, and communication skills, with the ability to work independently and exercise discretion.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Familiarity with project coordination, cross-functional teams, and strategic or regulatory environments is advantageous.
• Desirable: professional qualification in business administration, management, or a related field.

Ngā painga mōhou - What we Offer

• 5 weeks annual leave after 2 years service
• Discounted Health Insurance Work Scheme + Eye Test Subsidy
• Retailer Discounts + Study assistance
• Employee Assistance Program (OCP)
• Quarterly values awards + Birthday vouchers + Social club
• Free flu vaccinations (annual)
• Ka Awatea Cultural Wānanga + NCC Kapa Haka
• Te Reo Māori language classes

This is a permanent, full time opportunity working 40 hours per week, Monday-Friday. You will be based in Napier.

The annual salary package for this role is $68,500-$80,600 (including KiwiSaver), with the final offer depending on your skills and experience.

Applications for this role close on 6 October 2025 but we will be interviewing applications as we receive them and may close the role when we have found the right person.

He kōrero mō Te Kaunihera o Ahuriri - About NCC

At Napier City Council, we are proud to be an equal opportunity employer that values diversity. We welcome applicants from all backgrounds and work to make our hiring process fair and accessible. If you need any support or adjustments during your application or interview, let us know—we’re happy to help!

Our success is grounded in strong partnerships with Mana Whenua and Iwi, supported by our Māori Partnerships team, Te Waka Rangapū, which builds cultural capability through education and training.

Before you join, you’ll need to complete pre-employment checks (including drug testing, with some roles requiring health screening). As an NCC employee, you may also be called on to support Civil Defence emergencies when our community needs us most.

Please visit Napier City Council Careers website to see full job description

Job Description – Personal Assistant (Shared - Strategy & Urban Development)