Executive Assistant

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

📋 Description

• Manage sensitive business communications, data, and various types of information with a high level of professionalism, confidentiality, and discretion, both internally with employees and externally with clients and candidates.

• Arrange appointments and meetings while maintaining calendars for members of the executive team.

• Respond to phone calls, emails, and take messages as necessary.

• Record accurate and thorough notes during meetings.

• Run errands as needed.

• Organize travel for the CEO and executive team, which includes booking flights, accommodations, and ground transportation.

• Coordinate events, including writing and speaking engagements.

• Prepare correspondence such as emails and letters.

• Communicate and collaborate with travel vendors to ensure timely and precise completion of travel and expense reporting.

• Oversee and manage event logistics, which includes hotel arrangements, food services, and transportation.

• Leverage knowledge of company operations, policies, and departmental functions to proactively and independently perform assigned duties with minimal supervision.

• Generate and maintain weekly updates for management to align performance and priorities.

• Execute other project work as assigned.

⛳️ Requirements

• NCEA Level 2 certification.

• A minimum of 2 years of experience providing direct support to executive leaders or leadership staff.

• At least 2 years of proficiency in MS PowerPoint, Excel, Outlook, and Word.

• 2 years of experience in coordinating domestic travel.

• 2 years of experience in coordinating and managing events, including working with multiple third-party vendors and handling transportation logistics and other event planning requirements.

• Ability to manage multiple tasks simultaneously and independently.

• Work efficiently and effectively in a fast-paced environment.

• Exhibit executive presence, maturity, sound judgment, and the ability to maintain a high level of confidentiality.

• Strong problem-solving skills, including the ability to proactively anticipate requirements and identify/mitigate potential issues before they arise.

• Detail-oriented with expertise in establishing and maintaining organized administrative processes and systems.

• Ability to effectively and comfortably communicate with internal and external customers from diverse cultural backgrounds.

• Possess an enthusiastic attitude with a positive outlook and a "can-do" spirit.

• Willingness to work extended hours as needed.

• Strong written and oral communication skills, including proficiency in timely consolidation and distribution of reports, meeting agendas, minutes, action items, etc.

• Writing samples will be required prior to the interview.

🏝️ Benefits

• Competitive salary.

• Bonus and benefits package.