Kaituitui / Operations & Engagement Coordinator

Job Description

Kaituitui/Operations & Engagement Coordinator

Reports to: Kaiwhakahaere Matua | Co-Chief Executives

Location: Wellington

Employment: Part-time 20 hrs per week, pro-rata salary

About Hui E!

Hui E! Community Aotearoa is a national peak body for the community and voluntary sector. We work alongside communities, hapū and iwi to strengthen capability, build connections, advocate for equitable systems change and support flourishing communities across Aotearoa.

We are committed to working in the spirit of Te Tiriti o Waitangi and value partnership, collaboration and collective leadership in everything we do.

Purpose of the Role

The Kaituitui/Operations & Engagement Coordinator is the organisational hub of Hui E!.

This role ensures our day-to-day operations run smoothly while providing exceptional support to our members, partners, Board and wider community sector. You'll coordinate events and meetings, maintain organisational systems, support communications and governance, and help bring our strategic priorities to life.

You'll enjoy variety, working collaboratively and creating systems that help others succeed.

Key Responsibilities

Operations

• Coordinate the day-to-day operations and administration of Hui E!
• Manage the shared inbox and respond to enquiries in a timely and professional manner.
• Maintain organisational systems, records and digital filing.
• Coordinate organisational calendars, meetings and logistics.
• Develop and improve administrative systems and processes.
• Support the Co-Chief Executives with operational priorities and special projects.
• Help ensure the smooth running of the organisation across all areas of work.

Community & Stakeholder Engagement

• Be the welcoming first point of contact for members, partners and sector organisations.
• Support relationships across Hui E!'s national networks.
• Coordinate communications with community organisations, funders and partners.
• Assist with stakeholder engagement activities and member enquiries.
• Help create a positive experience for everyone engaging with Hui E!.

Events & Hui Coordination

• Coordinate webinars, workshops, forums and sector hui.
• Manage registrations and participant communications.
• Support online and in-person events.
• Liaise with presenters, venues and suppliers.
• Prepare event resources and presentation materials.
• Coordinate post-event communications and evaluations.

Governance Support

• Coordinate Board and committee meetings.
• Prepare agendas, meeting papers and supporting documentation.
• Record and distribute minutes and action lists.
• Maintain governance records, policies and organisational documents.
• Support annual planning and reporting processes.

Systems & Continuous Improvement

• Maintain accurate organisational databases and digital systems.
• Produce reports and administrative information as required.
• Identify opportunities to improve systems, processes and ways of working.
• Support the implementation of new digital tools and technologies.

Skills & Experience

Essential

• Experience in administration, operations or project coordination.
• Excellent organisational and planning skills.
• Strong written and verbal communication skills.
• High attention to detail.
• Excellent relationship management and customer service skills.
• Ability to manage multiple priorities and work independently.
• Confidence using Microsoft 365, Google Workspace and cloud-based systems.

Desirable

• Experience in the community or not-for-profit sector.
• Experience supporting governance or Boards.
• Event coordination experience.
• Experience using CRM databases, Zoom, Mailchimp, Canva and website content management systems.
• An understanding of Te Tiriti o Waitangi and its application within organisations.

Personal Attributes

We're looking for someone who:

• Builds positive relationships with a wide range of people.
• Is proactive, adaptable and solutions-focused.
• Enjoys creating order and improving systems.
• Is collaborative, approachable and supportive.
• Has excellent judgement and maintains confidentiality.
• Communicates with warmth, professionalism and integrity.
• Has a genuine commitment to strengthening communities across Aotearoa.

Key Relationships

Internal

• Kaiwhakahaere Matua | Co-Chief Executives
• Staff
• Board Members
• Contractors and volunteers

External

• Members
• Community organisations
• Sector partners
• Funders
• Suppliers
• Event participants

Success in this role will be demonstrated by

• Efficient and well-organised organisational operations.
• Exceptional support for the Co-Chief Executives and Board.
• Well-coordinated events, hui and sector engagement activities.
• Positive experiences for members, partners and stakeholders.
• Reliable organisational systems and records.
• Continuous improvements that enhance the effectiveness of Hui E!'s work.

Please register your interest via email to Admin@huie.org.nz

Applications will close 26 August 2026

Please register your interest via email to Admin@huie.org.nz

Applications will close 26 August 2026