Position : Executive Assistant

Salary : $1,400 - $2,000 NZD a month

Working Hours & Conditions :  New Zealand Hours and Public holidays in NZ

Employment : Independent Contractor

Role Overview

We are looking for an experienced, proactive, and highly organised Executive Assistant to become a trusted right-hand support to the Managing Director.

This is a broad and pivotal position that goes beyond traditional diary management. The successful candidate will help coordinate projects, manage documentation, communicate with key stakeholders, track actions and deadlines, and ensure the Managing Director remains organised and focused on the highest-value priorities.

Working within a fast-paced property development and investment environment, you will regularly communicate with consultants, purchasers, capital partners, JV partners, councils, suppliers, and other stakeholders.

The ideal candidate will be confident working independently, comfortable handling confidential information, and proactive enough to anticipate what needs to happen rather than waiting to be instructed.

Key Responsibilities

Executive Support – Primary Focus

• Provide comprehensive executive support to the Managing Director
• Manage diaries, meetings, appointments, and competing priorities
• Coordinate domestic and international travel arrangements where required
• Prepare correspondence, reports, presentations, and other business documents
• Manage meeting preparation, agendas, notes, and follow-up actions
• Track commitments and ensure important actions are completed
• Assist with prioritising incoming communications and requests
• Act as a key point of contact for internal and external stakeholders
• Handle commercially sensitive and confidential information with complete discretion
• Proactively identify opportunities to reduce the Managing Director's administrative workload

Project & Development Administration

• Provide administrative support across active property development and investment projects
• Assist with project documentation, including contracts, consultant agreements, sales updates, and project updates
• Maintain accurate and organised project files and document control systems
• Coordinate meetings with planners, architects, engineers, lawyers, contractors, and other consultants
• Track project timelines, key milestones, outstanding actions, and deadlines
• Follow up stakeholders regarding outstanding information and deliverables
• Maintain visibility across multiple projects and ensure important actions do not fall through the cracks
• Assist with project reporting and management updates

Stakeholder & Partner Liaison

• Communicate professionally with capital partners and joint venture (JV) partners
• Liaise with purchasers and respond to or coordinate enquiries where appropriate
• Coordinate communications with councils and local authorities
• Liaise with consultants, investors, suppliers, contractors, and professional advisors
• Schedule stakeholder meetings and coordinate required documentation
• Follow up agreed actions following meetings
• Maintain professional and responsive communication on behalf of the Managing Director

Office & Business Administration

• Support the smooth day-to-day administration of the business
• Maintain organised company files, records, and business documentation
• Assist with invoicing and expense processing
• Maintain administrative trackers and spreadsheets
• Coordinate suppliers and external service providers where required
• Assist with general reporting and business administration
• Support marketing and communications activity where required
• Help establish and improve administrative processes as the business grows

Financial Administration Support

• Assist with invoice processing and financial administration
• Maintain expense records and supporting documentation
• Assist with budget and project reporting where required
• Prepare financial information and reports for management review
• Coordinate information with accountants and external advisors where appropriate
• Maintain accurate records across relevant projects and entities

This is a financial administration support function rather than an accounting position.

AI, Systems & Process Improvement

• Use Claude and other AI platforms to improve administrative efficiency and output
• Assist with drafting, research, meeting summaries, presentations, and document preparation using AI
• Identify repetitive administrative tasks that could be streamlined or automated
• Help improve document management, project tracking, and internal workflows
• Develop templates, trackers, and processes that create greater visibility across the business

Tools & Systems

• Microsoft 365 – advanced capability required
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Teams
• Claude and other AI platforms
• Cloud-based document management and project coordination systems

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, Senior Administrator, or similar
• Exceptional organisational and time-management skills
• Excellent written and verbal English communication
• Confident and professional telephone manner – phone communication is an important part of the role
• High attention to detail and accuracy
• Advanced Microsoft Office / Microsoft 365 capability
• Strong diary and calendar management experience
• Experience coordinating meetings and following up actions
• Ability to manage multiple projects, priorities, and deadlines simultaneously
• Confidence communicating with senior external stakeholders
• Ability to work independently and make sensible decisions within the scope of the role
• High level of professional discretion and confidentiality
• Proactive working style with the ability to anticipate requirements

Highly Desirable

• Previous experience within property development, construction, property management, investment, or professional services
• Understanding of the New Zealand property development environment
• Familiarity with New Zealand council and consenting processes
• Experience coordinating architects, engineers, planners, lawyers, and contractors
• Experience communicating with investors, capital partners, or JV partners
• Experience using Claude or other AI platforms to improve productivity
• Financial administration experience, including invoicing, budgets, expenses, and reporting
• Experience supporting a Managing Director, CEO, founder, or other senior executive directly