Construction Executive Assistant – New Zealand Market

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Assess and prioritize a substantial volume of daily emails for both directors' inboxes.

• Highlight urgent matters and compose professional replies to essential correspondence on behalf of the directors.

• Ensure that all significant communications receive a response and appropriate action.

• Oversee the calendars for both directors, organizing meetings, site visits, and deadlines.

• Keep both directors updated on upcoming priorities and time-sensitive obligations ahead of time.

• Supervise the production calendar in WorkflowMax to monitor active projects and impending deadlines.

• Review newly accepted quotes and verify that all necessary documentation is available in internal files.

• Inform relevant team members—including the workshop manager, admin team, council contacts, project managers, and sales—when new projects commence.

• Proactively identify potential scheduling conflicts or documentation deficiencies before they develop into larger issues.

• Monitor asbestos job notifications and permit expiration dates for all active projects.

• Send timely reminders to team members to avert compliance lapses or regulatory challenges.

• Maintain a well-organized and current log of compliance requirements for active and upcoming jobs.

• Observe government tender portals, including GETS and other relevant platforms, for appropriate opportunities, alongside the internal QS.

• Summarize and highlight pertinent tenders for director review in a clear and concise manner.

• Assist in the coordination of tender submissions as needed.

• Perform research tasks as assigned—such as assessing timesheet systems, supplier options, or industry tools.

• Provide clear, well-organized summaries to support the decision-making process for the directors.

• Manage general administrative duties to ensure smooth day-to-day operations.

⛳️ Requirements

• At least 2 years of proven experience as an Executive Assistant supporting multiple executives or directors in the Australian or New Zealand market.

• Experience in assisting directors or senior leaders within a trade, construction, or regulated industry environment.

• Knowledge of New Zealand compliance frameworks, permitting processes, or government procurement systems.

• Proficient in WorkflowMax or a similar job/project management platform.

• Comfortable navigating government procurement or tender portals (GETS or equivalent).

• Strong command of written English, capable of drafting professional business correspondence and emails on behalf of senior leaders.

• Exceptional organizational abilities — adept at managing multiple priorities simultaneously without external prompting.

• Experience in monitoring and coordinating tender submissions in a supportive role.

• Ability to work independently and remotely with minimal daily supervision.

• Discreet, trustworthy, and professional — this position involves access to sensitive business and compliance information.

• Confident in navigating digital systems and quickly learning new platforms.

🏝️ Benefits

• Competitive salary package.

• Opportunities for professional development and career advancement.

• Flexible working arrangements.

• Supportive team environment.

• Access to the latest tools and technology.