As the Personal Assistant to the Head of Finance, Data & Digital, you'll be a trusted partner who provides executive-level support across a diverse and fast-paced portfolio. From managing competing priorities and coordinating complex schedules to preparing high-quality documentation and handling confidential information, you'll play a critical role in enabling strategic leadership and organisational success.

This is far more than a traditional administrative role. You'll be relied upon to anticipate needs, exercise sound judgement, build strong relationships across Council, and ensure the day-to-day operations of the office run seamlessly. You'll also work closely with the wider Finance, Data & Digital team, providing coordination and administrative support that helps deliver projects, initiatives and business outcomes for our organisation and community.

Te Āheinga - The Opportunity

• Provide high-level executive support to the Head of Finance, Data & Digital, managing a complex diary, meetings, correspondence and competing priorities.

• Coordinate internal and external communications, acting as a key point of contact while maintaining professionalism, discretion and confidentiality.

• Prepare reports, presentations, briefing papers, Council documentation and meeting packs to a consistently high standard.

• Organise meetings, workshops and travel arrangements, ensuring logistics are managed efficiently and follow-up actions are completed.

• Support the coordination of projects and initiatives by monitoring milestones, deadlines and deliverables.

• Maintain accurate records and document management systems, ensuring information is secure, accessible and compliant with legislative requirements.

• Assist with confidential and sensitive information, including coordinating LGOIMA responses and supporting governance processes where required.

• Build strong working relationships across Council and provide proactive administrative support that contributes to the success of the wider Finance, Data & Digital team.

He kōrero mōhou - About You

• At least five years' experience providing executive support in a Personal Assistant, Executive Assistant, Legal Secretarial or senior administration role.

• Proven experience supporting senior leaders in a complex, fast-paced organisation where priorities frequently change.

• Demonstrated ability to manage executive calendars, coordinate meetings, prepare agendas, minutes and high-quality documentation.

• Exceptional organisational skills, with the ability to manage multiple competing priorities while maintaining accuracy and attention to detail.

• Excellent written and verbal communication skills, with confidence interacting with stakeholders at all levels.

• High levels of professionalism, discretion and sound judgement when handling confidential and sensitive information.

• Advanced Microsoft Office skills, including Outlook, Word, Excel, Teams and PowerPoint.

• A proactive, solutions-focused approach with the confidence to work independently, anticipate needs and take ownership.

• Strong relationship-building skills and a collaborative approach to supporting leaders and colleagues.

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 $70,961 - $79,309 (including KiwiSaver), with the final offer depending on your skills and experience.

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 criminal background checks, with some roles requiring health screening and drug & alcohol testing). 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 – PA to Head of Finance, Data & Digital