Executive Assistant, Team Support

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

📋 Description

• Oversee the CEO's inbox and calendar, ensuring that priorities are monitored and acted upon.

• Compose and prepare correspondence, reports, agendas, and presentations.

• Organize meetings, travel arrangements, and events.

• Maintain task and action lists while tracking deadlines.

• Manage sensitive information with confidentiality and professionalism.

• Compile reports and prepare materials for Board meetings.

• Coordinate Board meetings, including scheduling, minute-taking, and action tracking.

• Keep accurate records of Board decisions and governance documents.

• Assist in ensuring compliance with governance policies and reporting requirements.

• Aid in recruitment processes, including job advertisements, interviews, and employment documentation.

• Support onboarding, induction, and the digital filing of personnel documents.

• Help maintain HR policies, manuals, and procedures.

• Assist with staff engagement initiatives and the coordination of training.

• Support the Health & Safety lead with documentation and audits (e.g., Tōtika).

• Gather evidence and uphold organizational Health & Safety records.

• Ensure Health & Safety policies and procedures are current and easily accessible.

• Manage the contract register, including deadlines, contacts, reporting, and budget status.

• Assist with projects (e.g., Matariki) in planning hui, budgeting, and follow-up tasks.

• Provide support for funding and reporting requirements as necessary.

• Maintain organized and accessible digital filing systems within the shared drive.

• Organize contracts, compliance documents, and operational manuals.

• Keep Standard Operating Procedures (SOPs), templates, and records up to date and well-organized.

⛳️ Requirements

• Minimum of 3 years’ experience in a PA/EA or similar support capacity.

• Strong organizational and time management abilities.

• Experience in supporting governance, HR, or compliance functions.

• Proficiency in Microsoft Office and Google Workspace.

• Excellent written and verbal communication skills.

• Professional, proactive, and focused on solutions.

• Strong relationship-building skills with excellent interpersonal abilities.

• Capable of managing multiple priorities independently.

• Commitment to kaupapa Māori values and community development.

🏝️ Benefits

• Comprehensive professional development opportunities.

• Flexible work arrangements to promote work-life balance.

• A supportive and collaborative team environment.