Title:  Executive Assistant to Chief Operating Officer

Executive Assistant to Chief Operating Officer

Position Description

• Complex, busy role at a senior level
• Be a key connector across the business
• Permanent, Auckland based

He kōrero mō mātou | About us:

At KiwiRail, we connect New Zealanders sustainably, powering economic growth and ensuring vital freight and passenger services run smoothly. Our mission, "Stronger Connections, Better New Zealand," highlights our dedication to sustainability and community well-being. 

Our people make KiwiRail exceptional. By fostering a diverse, inclusive, and supportive workplace, we empower everyone to contribute their best. If you’re passionate about innovation and safety, we’d love to welcome you aboard. 

He whakamārama mo te tūranga mahi | About the role:

The Executive Assistant provides high-level executive support to a member of the Executive Leadership Team to ensure the efficient and effective running of their daily activities. This complex and busy role operates at a senior level in the organisation, communicating with and influencing a range of stakeholders. You will act as a key interface between the Executive, the organisation and external stakeholders, requiring sophisticated judgement to manage sensitive matters and navigate complex governance requirements.

Key accountabilities include:

• Manage the senior leader's busy schedule through rigorous diary management, allowing them to focus on high-level operational and strategic priorities
• Provide a professional and proactive frontline service for all enquiries and communications to the senior leader's office, screening and prioritising as appropriate
• Lead the development and implementation of systems and protocols to support effective decision-making and governance processes. maintain effective executive support systems and processes to ensure the smooth running of the senior leader's office
• Prepare, review and manage high-level correspondence, presentations and reports for the senior leader and their team
• Coordinate and oversee all logistical aspects of meetings, travel, and events for the senior leader and their team
• Develop and maintain critical relationships across the business to facilitate executive decision-making and strategic initiatives. Liaise professionally with internal and external stakeholders on behalf of the senior leader
• Dealing with confidential and time-sensitive matters professionally and discreetly

Ngā pukenga e rapu nei mātou | What (skills) you will bring:

Knowledge and experience

• You have 5+ years' experience as an Executive Assistant working closely with senior executives
• You have advanced skills in Microsoft Office and other relevant business software
• You have experience providing executive support in a large corporate or government organisation
• You understand public sector governance and stakeholder management
• You have deep knowledge of board and committee processes
• You're experienced in managing sensitive political and commercial relationships

Ways of working / Work-related qualities

• You exercise exceptional judgment in complex situations
• You build and maintain influential relationships at senior levels
• You demonstrate the highest levels of integrity and confidentiality
• You think strategically while managing operational details
• You remain composed under pressure and tight deadlines
• You anticipate needs and take proactive action

Other Requirements

• You can pass regular drug and alcohol screenings
• You have a current and valid NZ Driver's Licence

Qualifications

You need either:

• A tertiary qualification in business administration or a related field

or

• equivalent work experience

Nōu te rourou | What's in it for you:

• Competitive salary plus 4% employer KiwiSaver contribution
• 25 annual leave days
• Access to NZ Rail Staff Welfare Trust benefits, including holiday homes, medical support and discounted travel
• Be part of a diverse and inclusive workplace dedicated to innovation, sustainability and community impact

Kua rite, kia rite | Ready to Make a Difference?

Rā aukati | Applications close: 31 March 2026