Position : Executive Assistant

Salary : $1,500 - $2,000 NZD a month

Working Hours & Conditions : NZ Hours and Holidays

Work Arrangement : Full Time - Independent Contractor

ABOUT THE COMPANY: 

Client is a modern New Zealand accounting firm providing bookkeeping, accounting, taxation, payroll, and business advisory services to a diverse range of businesses across New Zealand. The firm prides itself on delivering proactive advice, exceptional client service, and practical financial solutions that enable clients to focus on growing their businesses.

As the firm continues to grow, client is seeking an experienced Senior Bookkeeper to support one of its largest and most valued clients while working closely with the accounting team to deliver accurate, timely, and high-quality financial services.

OVERVIEW:

We are seeking a proactive and highly organised Executive Assistant to become the right-hand support person to the Managing Director.

This is a true Executive Assistant role that extends well beyond diary management and administration. The successful candidate will take ownership of inbox management, travel coordination, reporting, project administration, workflow development, and business support, allowing the Managing Director to remain focused on leading and growing the business.

You'll work closely with leadership to coordinate priorities, maintain project visibility, develop efficient workflows, and produce meaningful reporting that supports business decision-making.

The ideal candidate is highly organised, technologically confident, and enjoys creating structure, improving processes, and staying one step ahead.

RESPONSIBILITIES:

Executive Support (Primary Focus)

• Provide high-level administrative support to the Managing Director

• Proactively manage multiple email inboxes and prioritise communications

• Draft correspondence, prepare documents, and respond to enquiries on behalf of the Managing Director where appropriate

• Coordinate meetings, appointments, and calendar management

• Organise domestic and international travel, accommodation, and itineraries

• Prepare agendas, meeting notes, and follow-up action items

• Act as the primary administrative support for day-to-day executive activities

Project Coordination & Workflow Management

• Assist with managing projects using the firm's project management software

• Monitor project progress and ensure deadlines are met

• Develop and improve internal workflows and business processes

• Create task lists, monitor outstanding actions, and follow up with team members

• Maintain project documentation and process manuals

• Identify opportunities to improve operational efficiency through better systems and processes

Reporting & Business Dashboards

• Prepare executive reports and business performance summaries

• Build and maintain management dashboards

• Compile operational and project data into meaningful reports

• Assist with acquisition and business growth reporting

• Present information in a clear and professional format for leadership review

• Support data-driven decision-making across the business

Business Administration

• Prepare business documentation, presentations, and reports

• Maintain organised digital filing systems and documentation

• Coordinate internal communications and administrative activities

• Assist with event planning and business initiatives where required

• Support ad hoc operational and administrative projects

Continuous Improvement

• Review existing administrative processes and recommend improvements

• Assist with implementing new systems and technologies

• Develop Standard Operating Procedures (SOPs) and process documentation

• Leverage technology and AI tools to improve productivity and streamline administrative tasks

• Support the ongoing growth and scalability of the business

Tools & Systems

• Microsoft 365

• Google Workspace

• Project management platforms (such as Asana, ClickUp, Monday.com or similar)

• Microsoft Excel

• Microsoft PowerPoint

• CRM and cloud-based business systems

• AI platforms including ChatGPT, Claude, and Microsoft Copilot

Requirements

• Previous experience as an Executive Assistant, Personal Assistant, or Senior Administrative Coordinator

• Exceptional organisational and time management skills

• Excellent written and verbal English communication

• Strong experience managing executive calendars and email inboxes

• Advanced Microsoft Office skills, particularly Excel and PowerPoint

• Experience preparing executive reports and business dashboards

• Confident using project management software

• Strong attention to detail and ability to manage multiple priorities

• High level of professionalism, discretion, and confidentiality

• Ability to work independently and anticipate business needs

Desirable

• Previous experience supporting business owners or senior executives

• Experience within a professional services or accounting environment

• Experience creating reporting dashboards and executive presentations

• Exposure to workflow automation and process improvement initiatives

• Experience using AI tools to improve productivity and business administration