Job Description - New Zealand Cricket

Job DescriptionTITLE OF POSITION: Executive AssistantPOSITION TYPE: Permanent, Full Time EmployeeTEAM: Lincoln NZC SiteREPORTS TO: Head of Cricket Operations and Director of Cricket (2 people)LOCATION: Calder Drive, Lincoln University, ChristchurchDATE ESTABLISHED: September 2012AIM OF NEW ZEALAND CRICKETCricket is recognised as New Zealand’s premier summer sport and New Zealand Cricket (NZC) as a world-leading sporting organisation.We want cricket to be a vibrant game able to inspire New Zealand through outstanding performance.Our purpose is to be an outstanding cricket organisation. We achieve our purpose by: providing vision, direction, guidance to cricket at alllevels of the game throughout New Zealand; displaying clear, decisive, honest and innovative leadership within the family of cricket in NewZealand and as a member of the international cricket community; stimulating the growth of the game and strengthening its support base;fostering a culture of excellence and accountability throughout cricket in New Zealand; developing outstanding BLACKCAPS and WhiteFerns teams supported by world class elite player development programmes; developing a strong and sustainable commercial base; anddelivering successful sporting events.NZC’s commercial arm of the business and support services (including marketing, communications, human resources, IT and finance) arelocated in Auckland. The High Performance Centre in Lincoln remains the heart of NZC, with all on- and off-field cricket functions (includingelite coaching, high performance and national selection, and cricket operations) located in Canterbury.PURPOSE OF THE POSITIONAs an Executive Assistant and Administrative Support position, NZC requires confidential and professional administration and executivesupport to both the Head of Cricket Operations (HCO) and Director of Cricket (DC) as well as to other staff as required enabling them tomeet their responsibilities and ensure the achievement of team objectives.As an exceptional communicator, you will ensure you maintain open lines of communication with the HCO and the DC and their directreports and other cricket stakeholders both internally and externally. You will ensure you work cooperatively with other members of theSenior Management Team to ensure the achievement of cross functional organisation objectives.You may have access to the HCO and DC email accounts to schedule their appointments and answer or redirect routine enquiries frominternal or external sources. You will handle confidential information and maintain the security of the records for the HCO and the DC. Youwill perform other administrative tasks using independent judgement and discretion. You will plan, organise, and schedule your ownworkload so that these activities are completed accurately and on time.TASK DESCRIPTION (Prime Responsibilities)Key Task:Expected Outcome:Executive Assistant Maintain a knowledge of work in which the HCO, DC and the Lincoln staff are working in order toperform key functions of the position effectively Act as a contact point for communications directed specifically to the HCO and the DC and ensure allrelevant information is addressed and forwarded in a timely manner Provide support to the HCO and the DC when required regarding their involvement in externalcommitments and communicationsAdministrative Support Contribute to the business activities of the HCO and the DC and other staff as required by producingall documents, including reports, proposals, presentations, spreadsheets, questionnaires, andcorrespondence from drafts Compose or edit memos, letters and reports as required Provide administrative support functions such as word processing if required Perform general tasks including, but not limited to, preparing correspondence, file organisation,research requested information, archiving, preparing pre-meeting materials for review Work with the HCO and the DC to develop and maintain a follow up system for all correspondence toHR Job Description Template – Modified September 20121

Job DescriptionTASK DESCRIPTION (Prime Responsibilities)Key Task:Expected Outcome:Organisation andCoordinationensure all items are dealt with in an accurate and timely mannerOversee the HCO’s and the DC’s schedules and arrange and confirm meetings and/or conferencecalls; maintain and manage calendarsCoordinate the HCO’s and the DC’s team management meetings including agendas, papers, reportsand minutesOrganise lunches for meetings and any visitors as requiredCoordinate travel requirements including scheduling international and domestic travel, booking hotelreservations and ground transportation; and prepare travel itinerary as required; determine and obtainnecessary passport/visa documentation in conjunction with Tandem TravelProject WorkMaintain ConfidentialityGeneral Office Support Assist with project work by researching and preparing project information in a timely and efficientmanner Assist with specific cricket/High Performance projects Ensure projects and other tasks are carried out and completed efficiently as requested Supporting the General Manager Selection with preparation of annual international player contracts Deal with sensitive and confidential information in an appropriate manner Meet and greet any visitors to NZC Lincoln site in a friendly, professional and courteous manner Liaise with Auckland office reception Maintain register for IT issues (NZC Lincoln staff ) for the attention of the ICT Manager Undertake collection and distribution of incoming mail for NZC Lincoln site, and the posting ofoutgoing mail Coordinate couriers (urgent and overnight) to meet all staff requirements Carry out all ordering and purchasing of stationery supplies for the NZC Lincoln staff and alsophotocopy consumables Maintain general appearance of office at an appropriate level Visiting team administration if necessaryWORKING EXPERIENCE REQUIRED:Proven success in a similar senior level Executive Assistant role with three to five years’ experienceA reputation as a self-starter with excellent anticipation and prioritization skillsSubstantial experience working with highly confidential informationExperience gained from being involved in a cricket or sports background – as a participant, volunteer, or administrator - will beregarded favourablySKILLS AND KNOWLEDGE REQUIRED:Technical Skills (Specific JobSkills)Professional KnowledgeCommercial SkillsCore Competencies(refer to Lominger FYI Book fordefinitions)• Competent in the use of current Microsoft Office Suite products particularly Outlook, Word and Exceland phones• Has the functional and technical knowledge and skills to do the job at a high level of accomplishment• Ability to build and develop positive relationships• A working knowledge of product and services provided by NZC• Action Oriented• Approachability• Composure• Creativity• Decision Quality• Learning on the Fly• Listening• Interpersonal Savvy• Approachability• Comfort Around Higher Management• InformingHR Job Description Template – Modified September 20122

Job Description_____________________________________________Date:_____________________________________________GM HR’s Signature___________________________________________________________________________________________Head of Cricket Operations’ SignatureDirector of Cricket’s SignatureHR Job Description Template – Modified September 20124