TAINUI GROUP HOLDINGS LIMITED � JOB DESCRIPTION

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TAINUI GROUP HOLDINGS LIMITED – JOB DESCRIPTION

Position Title: Executive Assistant Date: May 2010
Reports to: General Manager Corporate Services (GMCS)

1. Purpose of Position

To provide the two dedicated SMT members* (and their teams) with high quality, timely and
accurate personal and secretarial support with the goal of maximising the effective use of their time.

To contribute to the efficient and effective operation of the organisation through the provision of
broad and high quality executive administrative support.

(* Note: The two SMT members will be either a combination of CEO and GM Corporate Services, or CFO and
General Manager Property)

2. Key Relationships

External Internal Groups
 Key stakeholders and  Senior Management  ASG
customers Team (SMT)
 Members of the public  ASG
 External Suppliers  All Tainui Group
Holdings Limited (TGH)
staff
 Waikato-Tainui Group
staff

3. Accountabilities – Key Outputs

ACCOUNTABILITY PERFORMANCE MEASURE
Executive/Personal Assistance
 To provide the full range of personal and executive assistance to  SMT feedback.
two SMT (e.g. diary management, relationship management,  High quality, accurate
collation of board papers, preparation and pre-drafting of and timely personal
correspondence, email management, meeting set up, assistant/secretarial
spreadsheets, developing presentations, word processing, services are provided.
photocopying, taking minutes, dictation, accommodation and  Tasks/projects are
travel bookings etc.). completed to the
 Responsible for all SMT members’s records management satisfaction of each
requirements, including the integrity of records and filing. SMT member, within
 Preparation and distribution of TGH and shareholder documents – given timeframes, and
including preparation materials for TGH directors, SMT, Waikato- consistent with best
Tainui Te Kauhanganui Incorporated, Te Arataura, and Te Arataura practice standards
sub-committees. and TGH policies.
 Ensuring appropriate delegations of authority are in place in the  Reporting deadlines
absence of the SMT Member. are met.
 Progressing delegated matters.  Delegated matters are
 Project co-ordination and management of small projects as resolved and reported
required. back.

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 Effectively interact with regulators and territorial authorities in  Self and work area
relation to compliance and other obligations. presentation.
 Communication and coordination with Waikato-Tainui Group staff.
 Effectively managing the provision of secretarial and other services
to wider group as required.
Culture, Attitude and Behaviour
 Maintain a professional manner and attitude at all times.  GMCS feedback.
 Exhibit the values and behaviours of TGH and the shareholder.  Colleagues’ feedback
 Follows strict confidentiality requirements. on contribution.
 Behaviour is in
accordance with
company policy and
standards.
Training and Development
 Take responsibility for personal and professional development  Prepare an Individual
including training aligned with business of TGH and the Development Plan in
shareholder. liaison with GMCS to
be reviewed bi-
annually.
General Business
 Carry out any other tasks, roles and responsibilities requested  Tasks/projects are
by the SMT. This includes providing cover for other EA and the completed within
Office Administrator within TGH, and working with various SMT given timeframes, and
members as requested. consistent with best
 Contribute to TGH’s and the shareholder’s effectiveness practice standards
through administration accuracy. and TGH policies.
 Contribute to the development of Policies, Procedures, and  Harmonious, efficient
Guidelines. and effective working
 Active contribution to the ASG. environment.

Health & Safety
 Participate in the maintenance of a safe and healthy work  Safe and healthy work
environment for self and others. Contribute to the hazard practices are followed
management programme. in compliance with
company policies,
procedures, relevant
work standards and
statutory obligations.

4. Dimensions

Opex Budget Nil
Capex Budget Nil
Staff Responsibility Nil

5. Authorities

Expenses Per sub-delegations
Staff Authority No authority to vary employee terms and conditions

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Staff Responsibility Retains secure and confidential files as required and maintains
information therein as confidential and privileged.

6. Position in Organisation (including reporting lines)

CFO CEO

General Manager General Manager
Property Corporate Services

Human Resources Executive Executive Office
Officer Assistant Assistant Administrator

Denotes functional
relationship

7. Ideal Person Specification

Description Essential Desirable
Qualifications  Secondary school qualification (or equivalent work  Tertiary office
The essential and experience). management or
desirable business support
qualifications for this
job. course.

Experience/  5 years in an senior PA or EA role supporting senior  Previous
Knowledge managers at GM or CEO level. experience in
The experience and
 Ability to deal effectively with a wide range of working within the
knowledge Maaori sector.
necessary to perform people.
this job.  Understanding of
 Highly proficient computer skills in Microsoft Office
property industry.
applications, particularly Outlook, Word, Excel and
PowerPoint – at least to an intermediate level.
 Able to recognise and fulfil the demands and
requirements (including the need for
confidentiality) of providing professional support at
a senior executive level.
 An awareness and understanding of customer
service principles and a practical approach in
meeting the needs of internal and external
customers.
 Strongly developed relationship and
communications skills.
 Excellent oral and written skills.
 A high standard of integrity, reliability and loyalty.
 Being able to manage multiple demands including
ability to prioritise tasks is a must.
 High standard of personal presentation at the

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corporate level, including the use of tact and
diplomacy and empathy.
 Excellent keyboard skills and telephone manner.
 Event management skills.

Personal  Initiative.  Commercial
Attributes thinking.
 Positive attitude.
The essential and
desirable attributes  Highly organised with excellent time management.  Familiarity with
required for this job Maaori language.
and associated  Results focussed with the ability to ‘finish’ tasks (a
performance good finisher).
standards
 Professional.
 Culturally aware.
 Ability to follow policies and procedures.
 Assertiveness and the ability to ‘influence’ and
‘manage’ others.
 Maturity, discretion and integrity.
 Self-motivated and able to work unsupervised,
using own judgment when necessary.

Manager _______________________ Date _______________________
Employee _______________________ Date _______________________