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POSITION DESCRIPTION

This document provides an indicative description of the purpose and accountabilities of the role and specifies competencies required to sustainably attain Foundation North objectives. Actual performance requirements and expectations should be included in the annual performance agreement.

SECTION 1: TITLE AND REPORTING RELATIONSHIPS

Position title: EXECUTIVE ASSISTANT (CEO / CFO / TRUSTEES)

Reports to: Shared Services Manager

Business unit: Finance, Investment and Shared Services

Location: Auckland based, with some travel to other locations and afterhours and weekend work from time to time

Author: Gabrielle Young

Approver: Liam Sheridan Approval Date: 11 June 2018

SECTION 2: ROLE PURPOSE

The role is primarily responsible for supporting the CEO, CFO and Board and helps to ensure the cohesion and effectiveness of the Board of Trustees, and the Foundation as a whole.

Role accountabilities

CEO Support

Management of CEO diary, correspondence and email

Organisation of all internal and external meetings involving CEO

Provision of general secretarial services

Initial preparation of reports and papers for the CEO

Establish and maintain up to date key community personnel contact information for the CEO

Maintenance of filing system for the CEO, digital and paper

Facilitate IT and other support as required

Trustees Support

Support Trustees with travel and meeting arrangements relating to Foundation business and regarding invitations received by the Foundation

Writes and distributes Trustee weekly bulletins

Management of external invitations (in conjunction with CEO)

Ensure all contact information on Trustees is accurate

Coordinate Trustee induction programmes

Maintain and update the Foundation’s Corporate Governance Manual CFO and Shared Services Manager support

Provision of general secretarial services as required

Organisation of internal and external meetings involving CFO

Initial preparation of reports and papers for the CFO as required

Maintenance of filing system for the CFO, digital and paper.

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Leadership Group Support

Create agendas, take minutes and actions for Leadership Group (LG) meetings

Provide administration support for Pou Arahi and Senior Pacific Adviser

Establish and maintain communication and support systems where appropriate to assist management cohesion, ensuring all LG members are informed about issues

Event Management

Manage external Foundation North events involving the Trustees, CEO, and LG with support from Communications team and other Foundation staff

Coordinate the distribution of invitations and receipt of RSVPs with support from Communications team and other Foundation staff

Co-ordinate staff social events and meetings

Create agendas, take notes and actions for full staff meetings Board and Committee meeting administration

Maintain and update the Foundation’s Governance Schedule, Register of Interests and Conflicts Register

Facilitate authors meetings for each committee to ensure appropriate agendas are set for all Board and committee meetings

Ensure reports for Board and committee meetings are finalised and complete, prior to production of Papers

Provide back up support with production of all meeting papers for the Board and committee meetings

Peer review Board and committee meeting papers and provide feedback as required

Support the completion and distribution of accurate minutes after each meeting according to agreed timelines

Coordinate the meeting actions process to ensure all actions are completed according to agreed timeframes and their status is known

Facilitate any voting processes as required in Board Books or otherwise

Support CSI with board processes, acting as back up Board Administrator for CSI as required Other

Cover Receptionist or Administrators as required

Provide Shared Services support across the organisation as required

Actively participate in cross functional project teams associated with the development of Foundation North

Train staff as required on board paper preparation and administration matters

Work collegially with the Funding Team and Strategy Team Coordinators to ensure consistent administration practices and effective back up for periods of absence

Health & Safety accountabilities The Health & Safety Management System outlines the key responsibilities for Managers & Employees. Please refer to this for further information.

Budget per annum

Personnel Dimensions (employees reporting to this position directly and indirectly)

Number of Staff: Direct: Indirect: Total:

Decision making authority It should be made clear whether the job holder is solely accountable for making decisions or whether they are shared with other team members.

a) b)

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SECTION 3: COMPETENCIES

Rating Scale (for competencies):

Core Competencies for the position are listed below, with Essential Competencies highlighted in bold, with descriptions/ behaviour indicators for these detailed.

P - Proficient

Takes responsibility, demonstrates the competency consistently

Handles delivery independently

E - Expert

Seen as a role model for this competency

Uses it in new situations.

Identifies new ways of doing things and

innovates

Core and Leadership Competencies

Competency Essence Rating Scale

Building Relationships

Establishes rapport and trust with others to create and maintain positive relationships with others. o Maintains healthy and appropriate personal and

professional boundaries o Models trust, empathy and respect in a way that

advances the relationship

P

Communicating Effectively

Creates understanding and has influence with others through clear communication, listening effectively to others and using a range of techniques to assist people to consider alternate points of view. Presents using a confident and succinct style, and expresses self clearly and concisely in written communication.

P

Teamwork Demonstrates a commitment to their colleagues and the organisation by placing the team requirements before individual needs and working together to achieve common goals. o Sees self as part of a team - does not work in isolation o Actively works to promote a positive team culture o Speaks constructively about colleagues o Works to achieve common goals o Accepts responsibility for achieving shared goals o Words and actions show support for the vision and

decisions of the team

P

Analytical Thinking/Judgement & Problem Solving

Takes a methodical approach to problem solving to make good decisions, identifying and analysing key issues and linkages, then selecting and implementing the most appropriate solutions.

P

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Planning & Organising

Plans and manages time efficiently and considers resources and time frames to successfully complete tasks to achieve specified outcomes. o Is organised and well-prepared for own work o Manages time efficiently so that all tasks and

responsibilities are completed on time and to required standard

o Plans, prioritises and effectively implements own work activities in an environment where interruptions and unexpected events are the norm rather than the exception

o Accurately scopes out length and difficulty of tasks and projects

o Adjusts priorities when appropriate o Remains focused on outcomes o Keeps up-to-date, legible, accurate and complete

records as required

P

Managing Health & Safety

Ensuring own Health and Safety and that of others by observing safe and healthy work practices.

P

Stakeholder Focus Making stakeholders and their needs a primary focus of one’s actions; developing and sustaining productive stakeholder relationships. o Is dedicated to meeting the expectations and

requirements of internal and external stakeholders o Establishes and maintains effective relationships with

stakeholders and gains their trust and respect o Anticipates and consistently strives to exceed

stakeholder expectations o Understands and adapts to stakeholders changing needs

P

Cultural Competency Is culturally responsive and relates to stakeholders within their cultural context and respects and works effectively with diversity and difference.

P

Integrity & Self-Awareness

A person with this competency acts with honesty and maturity. o Acts honestly and ethically o Can be relied on to complete tasks and meet

commitments o Displays an open-minded, non-judgmental attitude

towards others o Displays openness to feedback from others o Shows in word and action a commitment to our vision

and values o Keeps sensitive information confidential and avoids

gossip and unfair criticism

P

Representing the Organisation

Communicating in a professional manner which is a consistent, positive reflection on the organisation.

P

Taking Responsibility Is motivated to achieve what is expected and strives for learning, results and goal achievement.

P

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Qualification & Experience What is the typical background required to competently perform the responsibilities of the job? (including technical skills and qualifications)

Requirement Essential Preferred

Education Tertiary education or equivalent relevant experience

Experience Executive Assistance/Team Administration experience

Experience or understanding of not for profit sector

Formal minute taking experience

Technical/ Functional Expertise

Experience in customer service provision, particularly via telephone and email

Advanced IT and Office skills, including Word, Outlook, Excel, Powerpoint, Access (or other database), Diligent (or other Board paper management system)

Excellent written English and understanding of grammar

Strong information analysis skills

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CEO

CFO

Shared Services Manager

x 1

Executive Assistant (CEO/CFO/Trustees)

x 1

Administrator

x1

Administrator

x1

Receptionist/ Administrator

x 1

Accountant

x 1

Assistant Accountant

x 1

Investment Administrator

x 1

Finance Assistant

x 1

Business Systems

Administrator

x 1

SECTION 4: KEY RELATIONSHIPS People and organisations both inside and outside of the company that this position would be required to manage relationships with

Internal External

Foundation North Staff, Foundation North Trustees

Grantees, community organisation representatives, contacts of the CEO and LG member, visitors, and suppliers of goods and services to the Foundation.

Position in Organisation: