Executive Assistant, NZ Experience

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

📋 Description

• Oversee the client's inbox by managing triage, organizing files, prioritizing messages, and drafting responses.

• Organize the client's calendar through effective time blocking, coordinating meetings, and adhering to scheduling protocols.

• Strategically plan the client's daily and weekly activities while proactively managing priorities.

• Track and advance critical tasks, commitments, and follow-ups.

• Provide assistance with travel arrangements, bookings, and general executive administration.

• Take ownership of outstanding items and ensure tasks are completed efficiently.

• Transform meeting discussions and outcomes into actionable steps and pursue necessary internal feedback.

• Create documents, letters, and reports utilizing business data and internal systems.

• Coordinate regular one-on-ones and leadership meetings.

• Develop agendas, templates, and discussion prompts.

• Record meeting outcomes, minutes, and action items; monitor ownership and progress.

• Generate standardized letters and business documents.

• Extract reports from internal systems and prepare them for practical use.

• Facilitate team coordination, manage internal documents, assist with projects, and format client reporting outputs.

• Enhance consistency and organization within internal processes.

• Update content on the website using Squarespace.

• Aid in drafting and scheduling LinkedIn posts.

• Prepare proposals, property management agreements, and presentation materials.

• Utilize AI tools to enhance the efficiency and quality of outputs when applicable.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or a similar role.

• Strong skills in managing inboxes and calendars effectively.

• Exceptional written communication abilities and document preparation skills.

• Strong discipline in following up and managing tasks.

• Experience working closely with senior leaders or founders.

• High proficiency in Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/administration systems.

• Excellent spoken and written English; the role requires regular verbal communication, voice notes, and real-time interactions with the client.

• Strong skills in presentation formatting and templating; capable of producing polished and consistent documents, reports, and slide decks.

• Preferred: Familiarity with MyHR and/or property management systems like OPM.

• Preferred: Knowledge of Squarespace and LinkedIn.

• Preferred: Background in property, facilities, or service-oriented businesses.

• Preferred: Strong literacy in AI tools; comfortable using applications like ChatGPT to streamline workflows.

🏝️ Benefits

• Opportunity to work in a dynamic and engaging environment.

• Competitive salary and benefits package.

• Professional growth and development opportunities.

• Flexible working arrangements.