Executive Assistant, NZ Experience
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Job Description
Executive Assistant supporting a founder-led property services group with inboxes, calendars, meetings, reporting, and operations. Remote role aligned with New Zealand hours.
Responsibilities:
- Manage the client's inbox through triage, filing, prioritization, and draft replies
- Structure the client's calendar through time blocking, meeting coordination, and scheduling discipline
- Plan the client's day and week and proactively manage priorities
- Capture and progress important tasks, commitments, and follow-ups
- Assist with travel, bookings, and general executive administration
- Own open items and drive tasks through to completion
- Convert meeting and conversation outcomes into actions and chase required internal inputs
- Prepare documents, letters, and reports using business data and internal systems
- Coordinate recurring one-on-ones and leadership meetings
- Prepare agendas, templates, and discussion prompts
- Capture meeting outputs, minutes, and action items; track ownership and progress
- Produce standardized letters and business documentation
- Pull reports from internal systems and prepare usable outputs
- Support team coordination, internal documents, project assistance, client reporting, and recurring output formatting
- Improve consistency and structure in internal processes
- Update website content in Squarespace
- Assist with LinkedIn post drafting and scheduling
- Prepare proposals, property management agreements, and presentation materials
- Use AI tools to improve speed and quality of output where appropriate
Requirements:
- Proven experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or similar
- Strong inbox and calendar management capability
- Excellent written communication and document preparation skills
- Strong follow-up discipline and task management ability
- Experience working with senior leaders or founders
- High proficiency in Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/admin systems
- Excellent spoken and written English — the role involves regular verbal communication, voice notes, and real-time interaction with the client
- Strong presentation formatting and templating skills — able to produce polished, consistent documents, reports, and slide decks
- Preferred: Experience with MyHR and/or property management systems such as OPM
- Preferred: Familiarity with Squarespace and LinkedIn
- Preferred: Background in a property, facilities, or service-based business
- Preferred: Strong AI literacy — comfortable using tools such as ChatGPT to improve workflows
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