X Match your mood


25 March 2015

JOB: Executive Assistant

Join the Auckland Arts Festival team! We are now recruiting for an Executive Assistant.

The primary purpose of this position is to provide executive assistance to the Chief Executive and Artistic Director; and to provide reception and administrative support services to the organization.


Executive Assistant

  1. Provide full secretarial services for the Chief Executive and Artistic Director, including drafting correspondence and papers, and other tasks as required

  2. Manage the diary for the Chief Executive as required

  3. Assist the Chief Executive with funding and sponsorship applications and reports as required

  4. Liaise with stakeholders as required, eg arranging meetings and functions

  5. Arrange overseas and domestic travel for executive staff, e.g. flights, accommodation, visas, ground transport, car hire, theatre tickets and meetings

  6. Provide the Chief Executive and Business & Finance Director with administrative support for other areas of the organisation and for the Auckland Festival Trust Board as required


  1. Act as Festival receptionist – duties to include greeting visitors on arrival, answering queries by phone, email and in person, and directing those with appointments to the appropriate staff member.  The reception duties of this position will be assisted by another staff member in the lead up to, and during, the Festival

Office Management

  1. Reporting to the Business & Finance Director, co-ordinate and manage the day-to-day operations of the festival office

  2. Manage incoming and outgoing mail, including mail-outs and couriers

  3. Help to keep the office tidy and liaise with suppliers including cleaners

  4. Maintain appropriate levels of stationery and kitchen supplies

  5. Manage petty cash

  6. Ensure office machines are working, including coffee machine and printers

  7. Coordinate the telephone system

  8. Manage the meeting room calendar

  9. Manage courier requirements including keeping accurate records of courier dispatches, and monitoring courier accounts

  10. Manage the first aid kits and act as Floor Warden during evacuations

Financial Management

  1. Ensure that all expenditure related to Executive Assistant tasks is kept within set limits through the monitoring of all actual and committed expenditure.  All authorization of expenditure is to be by purchase order

  2. Provide the Finance Department in a timely manner with copies of all purchase orders and receipts for travel, accommodation and other expenditure, accurately coded to the correct area


  1. Preparation of monthly Board agenda papers

  2. General filing and office management systems

  3. Supervise the administration assistant and volunteers as necessary

  4. Use MS Project software as required

Event Organisation

  1. In collaboration with ticketing staff and sponsorship staff, manage ticketing requirements for the Chief Executive, Artistic Director, Chair and VIPs as required

    1. Maintain the VIP database and manage invitation lists for functions as required

    2. Manage functions as required


  1. Other duties as required.

Term and hours

This is a permanent position.

40 hours a week, with extra hours required at times, especially during the Festival.


Applications should be emailed to Shona Roberts, Business & Finance Director, Auckland Festival Trust, shona.roberts@aaf.co.nz by Friday 10 April 2015.

View more details and the job description HERE