06/08/2026
Te āheinga - The opportunity:
Reporting to the Business Operations Manager, the Governance Secretary will play a pivotal role at the heart of Te Tāwharau o Te Whakatohea’s governance framework. You will act as a key connector between governance and the organisation, ensuring Trustees and leadership are well-supported and informed.
This role combines governance coordination and secretariat responsibilities, working closely with the Chief Executive Officer (CEO), Trustees, and Chairs to ensure governance processes, documentation, and decision-making are seamless, accurate, and well-managed.
This is a full-time position, Monday to Friday, with availability required for 1x by-monthly Board meeting for 3 Boards, a quarterly committee meeting (these are usually held either on a Saturday, or a weeknight and are scheduled in advance), and the annual AGM.
Lead end-to-end planning and coordination of governance activity across multiple Boards and committees.
Coordinate the preparation and distribution of Board packs, agendas, supporting documentation, whilst maintaining governance systems (BoardPro), records, and registers.
Accurately record minutes, decisions, and resolutions, ensuring outputs are clear, timely, and reflective of Board discussions and outcomes.
Act as the primary point of contact for Trustees and Directors, supporting inductions, providing guidance on governance processes, and maintaining strong, professional relationships across governance and executive stakeholders.
Coordinate and deliver governance meeting and event logistics, including Board meetings, AGMs, elections, and governance hui, ensuring all activities are well-organised, resourced, and executed to a high standard.
Provide high-level governance support to the Chief Executive Officer (CEO), including preparation of resolutions, actions, and governance correspondence.
Relevant qualifications in Business Administration or Management, Public Administration, Legal Studies, Governance, or related field at Level 5 or above.
3+ years proven experience in a governance, executive coordination, or administrative support role, ideally supporting Boards, Trustees, or senior leadership.
Experience coordinating Board and committee meetings, including agendas, Board papers, minute-taking, and actions.
Understanding governance frameworks, compliance, and regulatory requirements.
Ability to interpret governance and legal documentation and translate into practical action.
IT competence; proficient using systems, with the ability to collaborate digitally and in line with the Privacy Act 2020.
Exceptional organisational skills, with the ability to manage multiple priorities and tight deadlines.
Strong written and verbal communication skills, with the ability to produce clear, and professional documentation, with accuracy and confidentiality.
Bilingual (English and Te Reo): fluent in both languages (verbal and written) is highly regarded.
Check us out at: https://www.whakatohea.co.nz
