• Location: Ideally Auckland Based (Occasional in-person support for events, and our T-Tech conference)
• Hours: Capped 20 Hours p/w Part-time (Flexible)
• Employment Type: Contract Role, 12 months with possibility of extension

About Us:
Intelligent Transport Systems New Zealand (ITSNZ) is the national industry association that promotes intelligent transport systems and services (transport technology) for sustainable, safe, and efficient transport.

We support innovation, collaboration, and best practice in New Zealand’s transport ecosystem through our events, forums, and initiatives. We promote and support our members and advocate for the better use of technology and data on behalf of the wider sector.

We have an active board and broad membership and are seeking a motivated, highly organised Executive Officer to support our Chair, Board and its Executive Committee(s), and members across a range of administrative, communications, and event-related responsibilities.

Key Responsibilities:
Administrative & Governance Support

• Provide day-to-day administrative and coordination support to the Chair, Board, and its Executive Committee(s)
• Assist the Secretary and Chair with the scheduling and preparation of Board and Committee meetings, including agendas, papers, and minute-taking support.
• Maintain membership register and documentation (Incorporated Societies Act compliance)
• Assist with preparation for the Annual General Meeting (AGM), including financials and voting processes
• Respond to public/member enquiries via email, phone, or in writing
• Develop and streamline administrative systems and tools

Financial Reporting and Accounts

• Track and issue membership and sponsorship invoices
• Support financial reporting alongside the ITSNZ Treasurer and external accountant

Membership Support & Growth

• Assist with communication to members as directed by the Chair and board, and support member engagement
• Support the Director of Membership and Membership Committee to deliver membership growth
• Maintain member communication channels and email distribution lists

Event Coordination

• Support the Events Committee in planning and delivering events and webinars
• Manage event logistics including venues, registrations, catering, promotion
• Provide on-site event support (when available) and gather/analyse post-event feedback

Major Events

• T-Tech (Annual Conference) – Provide administrative and logistical support for planning, marketing, communications, logistics, coordination, and PCO liaison
• Asia Pacific Forum 2027 – Provide administrative and logistical support for planning, marketing, communications, logistics and coordination, and PCO liaison (tbc – support for this may be separately recruited)

Note: T-Tech and the Asia Pacific Forum will not be held in the same calendar year. Involvement in the Asia Pacific Forum will be confirmed closer to the event and may be covered by the current Executive Officer.

Other Initiatives

• Support new and ongoing ITSNZ projects and initiatives (e.g. Urban Forum, White Papers, CRM system, Young Transport Professionals).
• Provide operational and logistical support for initiatives and projects as directed by the Chair and relevant board members.

Communications, Advocacy & External Relations

• Send regular email updates to our distribution lists on upcoming events, T-Tech, news and updates
• Support administrative aspects of advocacy work (e.g. formatting documents, scheduling meetings, coordinating inputs), under the direction of the Chair and Executive Committee(s)
• Draft newsletters, press statements, articles, and annual reports as needed, for review by and in collaboration with the Chair
• Support the Chair and Executive Committee(s) in promoting ITSNZ’s events, initiatives, and leadership by liaising with media and partners and coordinating communications efforts.
• Oversee and maintain the ITS New Zealand website, ensuring content is current, accurate, and strategically aligned with the organisation’s goals.

Who We’re Looking For:
This is a high-level administration and coordination role, designed to support the effective functioning of ITSNZ’s board, sub-committees, and initiatives. The role is ideal for someone who enjoys working at the operational center of a small, impactful organisation - supporting day-to-day operations, coordinating projects, and assisting in the implementation of board-led strategies.

The Executive Officer works closely with the Chair and board members to ensure timely communication, well-organised events, and smooth delivery of organisational activities. As a support-focused role, it offers meaningful involvement in initiatives without requiring external representation or strategic decision-making responsibilities.

This role would suit someone with experience in administration, events, membership support, and project coordination. You may have previously worked as an Executive Assistant, Office Administrator, Events Coordinator or in a similar role supporting boards or senior teams - particularly in a not-for-profit, member-based association, or small organisation environment and desirably have prior knowledge of transport infrastructure or transport technology areas.

We’re looking for someone who is highly organised, proactive, and comfortable juggling multiple responsibilities - with the ability to apply strategic thinking to anticipate the Board’s and member's needs, prioritise support tasks, and align activities with ITSNZ’s broader goals.

Skills & Experience

• Proven experience in administration, event coordination, and membership support.
• Strong organisational skills and attention to detail.
• Confident communicator with excellent written and verbal English.
• Comfortable using and applying digital tools (e.g. websites, email platforms, CRM systems, Google Drive).
• Familiarity with financial processes (invoicing, working with accountants/treasurers and accounting software).
• Experience working with a board or committee is advantageous.

Personal Attributes

• Self-motivated, proactive, and professional.
• Able to manage multiple priorities and deadlines.
• Comfortable working independently and as part of a small, dynamic team.

What We Offer:

• Flexible hours and work-from-home arrangements.
• Involvement in a respected and growing national organisation.
• A varied and engaging support role contributing to the impact of ITSNZ’s work across New Zealand’s transport sector.
• Supported by an experienced external accountant and a collaborative Board and Executive Committee(s) committed to effective governance and delivery.

How to Apply:
Please submit your CV and a brief cover letter via SEEK outlining your suitability for the role by 12 August 2025.

Learn more about us: www.itsnz.org