Te Tāwharau o Te Whakatōhea | Part-time

Te āheinga - The opportunity:

Te Tāwharau o Te Whakatōhea is seeking proposals from an experienced independent governance professional or governance services provider to deliver professional governance secretariat services across our Boards, committees and subcommittees.

The engagement includes governance planning, meeting administration, Board and committee documentation, minute-taking, action management, BoardPro administration, and associated governance support.

The contractor must be available to attend scheduled meetings, including meetings during business hours, weekday evenings, and occasional Saturdays. Meeting dates and times are generally agreed in advance.

The engagement may be undertaken by an individual or suitably experienced provider/team. Where a team is proposed, the provider must ensure appropriate continuity of service and cover periods of absence, with a designated lead contact responsible for the engagement.

Current meeting requirements include:

• One meeting every two months for Te Pou Oranga o Te Whakatōhea Charitable Trust.

• One meeting every two months for Mata Raupō.

• One monthly Board meeting for Te Tāwharau o Te Whakatōhea.

• Quarterly meetings for Audit and Risk and other committees established as required.

• The Annual General Meeting.

• Preparation, follow-up, and action management associated with these meetings.

Additional or extraordinary meetings may be agreed with the contractor in advance.

Ngā Kawenga me ngā Mahi – Duties & responsibilities:

• Develop and maintain the annual governance calendar, coordinating Board and committee meeting schedules and key deadlines.

• Coordinate the end-to-end meeting cycle, including agendas, papers, meeting packs, distribution and BoardPro administration.

• Attend Board, committee and Annual General Meetings and prepare accurate, clear and timely minutes, recording key discussions, decisions and resolutions.

• Maintain governance action registers, resolutions, attendance records and other governance registers, ensuring actions are monitored and followed up.

• Apply quality assurance, document control and governance standards across Board papers, minutes and records.

• Ensure governance records and processes are maintained in accordance with relevant legislation, organisational requirements, and good practice.

• Maintain the confidentiality, security and integrity of Board and organisational information.

• Work proactively with Chairs, Trustees, Chief Executive, Executive Leadership Team and relevant staff to ensure governance requirements are anticipated and met.

• Identify and escalate issues that may affect the quality, timeliness, compliance, or integrity of governance processes.

Ngā wheako me ngā pūkenga - Experience & Skills required:

• Relevant tertiary or professional qualification in governance, company secretarial practice, business, law, commerce, management, business administration or related discipline.

• Proven experience providing Board secretariat, company secretarial or governance support to Boards, Trusts or similar governing bodies.

• Strong understanding of governance processes, Board protocols, statutory obligations, and good governance practice.

• Excellent written communication skills, including the ability to produce clear, concise and accurate Board minutes and governance documentation.

• Strong organisational skills and attention to detail, with the ability to manage competing priorities and deadlines.

• Sound judgement, discretion, and integrity when managing confidential and sensitive information.

• Strong interpersonal skills and the ability to work effectively with Trustees, Chairs, executives, and other stakeholders.

• Proficiency in BoardPro, Microsoft Office, and relevant governance systems.

• Embedded in Whakatōhea tikanga, kawa and whakapapa, with strong whānau, hapū and iwi connections and understanding of our aspirations.

• Bilingual (English and Te Reo): fluent in both languages (verbal and written) and commitment to upholding Te Tiriti o Waitangi.

• Flexibility to attend meetings outside standard business hours, including evenings and occasional Saturdays.

Closing date for applications is Sunday 11th October 2026

If you feel your skills and experience match this role, please APPLY NOW! Alternatively, you can email peopleandculture@whakatohea.co.nz for further information and the job description.

Check us out at: https://www.whakatohea.co.nz