We are looking for a part-time (30 hours per week) office administrator, based in our office between the hours of 8.30am – 2.30pm Monday to Friday.

ROLE OVERVIEW

As Ringa Āwhina, you will be responsible for the day-to-day needs of the Tāwhiri office environment, providing administrative support, making sure office and kitchen supplies are stocked, the environment is tidy, and responding to the various emails and calls to the office. The role is also responsible for the coordination of onboarding of new staff and administrative support to the Executive and two Festival Directors. There will be a degree of hands-on tasks required – such as collecting and dropping off various items around town (a full driver’s licenses is essential).

Due to the nature of the tasks and our business, the role must be physically based at Tāwhiri’s offices in Cuba Street, Wellington. 

RESPONSIBILITIES

Hosting and Office Support 

  1. Act as a considerate and welcoming office host – prepare meeting rooms, greet manuhiri/visitors, offer refreshments, manage calls and incoming emails and ensure followed up by relevant team members. 
  2. Ensure the office and kitchen is kept tidy and liaise with landlord and suppliers as required regarding contracted cleaners etc. 
  3. Manage all incoming and outgoing postal mail and courier arrangements for the team. 
  4. Ordering of all office supplies, including kitchen and stationery. 
  5. Manage the meeting room booking system. 
  6. Support Leadership Team with other administrative support as required and as schedule allows. 

Executive support 

  1. Provide administrative support for the Festival Co-Directors and Executive Director:
  2. Make appointments and organise meetings and functions. 
  3. Manage schedules during Tāwhiri-wide events for Festival Co-Directors and Executive Director. This includes preparing schedules, managing arrangements for their ticketing, functions, speeches, and media interviews (with support from marketing department). 
  4. In collaboration with Audience and Partnerships Team, manage ticketing requirements for the Festival Co-Directors and Executive Director, plus VIPs as required. 

Interculturalism 

  1. Support team members to ensure Tāwhiri tikanga is in place for internal and external hui as required. 
  2. Contribute as part of the wider team member to the successful implementation of the Intercultural Policy and Action Plan. 
  3. Administrate the Kaimanaaki of the Month Award (KOTMA) for staff. 

Hosting Event Coordination 

  1. Be the event coordinator for hosting external events eg. pōwhiri, events, and functions including venue liaison, catering, assisting with compiling and managing guest lists and RSVPs, speech notes, and runsheets. 

Travel and Bookings 

  1. Manage the travel requirements of the Festival Co-Directors and Executive Director including organising meetings, tickets, accommodation, and flight bookings. Managing travel for other staff may be required and will be directed by the Head of Finance and Business Operations.

Financial Administration 

  1. Maintain accurate records of any expenditure related to tasks, including creating purchase orders when required. Training will be provided. 
  2. Ensure that all expenditure related to tasks are kept within the Delegated Authority limits through the monitoring of all actual and committed expenditure as it is incurred. 

Systems Training 

  1. Support the Leadership Team in onboarding new staff including office induction and walking them through staff handbook. 
  2. Support the Leadership Team with training for new and existing staff on administrative systems including: 
    - Sharepoint online filing system 
    - Teams communications system 
    - Airtable scheduling and CRM system 
    - General Tāwhiri systems and processes 
    - Stay regularly up-to-date with system updates and upgrades 
    - Archiving and system cleaning, data entry as required

Other 

  1. Keep up to date with, and informed about, the artistic content of Tāwhiri’s activities. 
  2. Attend team meetings and take minutes as required. 
  3. Contribute to office health and safety procedures.

Requirements:

The successful candidates will demonstrate:

  1. Discretion and trustworthiness.
  2. Proven experience in office administration and organisation, particularly diary and email management
  3. Warm, caring, and friendly, with strong communication and interpersonal skills.
  4. Tech savvy and strong computing skills including Microsoft Office. Experience with databases and online filing systems is preferable.
  5. Full driver’s license.

Application Process:

Contact recruitment@tawhiri.nz to receive a Position Description. 

You must have the legal right to work and live in New Zealand.

We will be shortlisting and interviewing as soon as applications open. Start date is early/mid January 2025, or earlier for a handover if possible.

How to Apply:

Send a CV and brief cover letter detailing your suitability for the role to recruitment@tawhiri.nz. We will be interviewing suitable candidates as soon as applications are received.

View the full job description.