Personal Assistant to Head of Finance, Data & Digital

Role overview

Napier City Council is seeking a capable Personal Assistant to support the Head of Finance, Data & Digital across a broad and busy portfolio. This position plays a key part in keeping leadership activity organised, prioritised and moving forward, while also helping the wider Finance, Data & Digital team coordinate work that delivers outcomes for Council and the community.

The role goes beyond standard administration. It calls for someone who can think ahead, handle confidential matters carefully, communicate professionally and build effective working relationships across the organisation. You will help ensure the office runs smoothly while contributing to projects, governance support and daily operational coordination.

Key responsibilities

• Deliver high-level executive support to the Head of Finance, Data & Digital, including diary management, meeting coordination, correspondence handling and prioritising shifting demands.
• Serve as a professional and discreet contact point for internal and external communications.
• Draft and format reports, presentations, briefing material, Council papers and meeting packs to a strong standard.
• Arrange meetings, workshops and travel logistics, and make sure follow-up actions are tracked through to completion.
• Support project and initiative coordination by keeping an eye on milestones, deadlines and deliverables.
• Maintain reliable records and document systems, with information stored securely, easy to access and aligned with legislative requirements.
• Handle sensitive and confidential matters, including support for LGOIMA responses and governance-related tasks where needed.
• Work collaboratively across Council and provide practical administrative support to the wider Finance, Data & Digital team.

Candidate profile

• At least 5 years of experience in executive support, ideally in a Personal Assistant, Executive Assistant, Legal Secretary or senior administrative role.
• Background supporting senior leaders in a complex environment where priorities change often.
• Ability to manage executive calendars, organise meetings and prepare agendas, minutes and polished documentation.
• Strong organisation and time management skills, with the ability to juggle several priorities accurately.
• Confident written and verbal communication skills, including effective interaction with stakeholders at all levels.
• High professionalism, discretion and judgement when dealing with confidential or sensitive information.
• Advanced capability with Microsoft Office tools such as Outlook, Word, Excel, Teams and PowerPoint.
• A self-starting, solutions-focused mindset with the confidence to work independently and take ownership.
• Strong relationship-building ability and a collaborative working style.

What’s on offer

• 5 weeks of annual leave after 2 years of service.
• Discounted health insurance and an eye test subsidy.
• Retail discounts plus study support.
• Employee Assistance Program (OCP).
• Quarterly values awards, birthday vouchers and a social club.
• Free annual flu vaccinations.
• Ka Awatea Cultural Wānanga and NCC Kapa Haka.
• Te Reo Māori language classes.

Working arrangements

This is a permanent full-time role with 40 hours per week, Monday to Friday, based in Napier. The salary package is $70,961 to $79,309 per year, including KiwiSaver, with the final offer depending on skills and experience.

Additional information

Napier City Council is an equal opportunity employer that values diversity and aims to keep recruitment fair and accessible. Support or adjustments can be provided during the application or interview process if required.

The organisation values its partnerships with Mana Whenua and Iwi and supports cultural capability through its Māori Partnerships team, Te Waka Rangapū.

Before starting, successful applicants will need to complete pre-employment checks, which include criminal background checks. Some positions may also require health screening and drug and alcohol testing. Council employees may also be asked to assist with Civil Defence emergencies when the community needs support.

Applications may be reviewed as they come in, and the role could close once the right person has been identified.