Executive Assistant

2 days ago

Auckland, Auckland, New Zealand Oceania Group Full time

The role

The Executive Assistant to the Board of Directors and Executive Team provides essential administrative support to the Board members and the broader executive team, ensuring the efficient operation of Board and leadership activities. This role involves managing meeting schedules, preparing documentation, coordinating communication, and facilitating logistical arrangements for both Board and executive-level operations.

The Executive Assistant acts as a liaison to ensure smooth coordination of all administrative functions related to the Board and the executive leadership team (excluding the CEO), while fostering a collaborative environment with the broader administrative team. The portfolio of executives supported by this role is subject to change based on the needs of the organisation.

What you'll be doing

Board Support:

  • Coordinate and schedule meetings for the Board of Directors, ensuring efficient use of Board members' time.
  • Prepare and distribute meeting agendas, materials, and reports in advance of Board meetings. Record meeting minutes and ensure timely distribution to Board members, tracking follow-up actions and decisions.
  • Act as the primary point of contact for Board members regarding scheduling, documentation, and other Board-related matters.

Executive Team Support:

  • Provide high-level administrative support to the executive team (excluding the CEO) by managing calendars, arranging travel, and scheduling meetings.
  • Organise internal and external meetings, preparing necessary materials, and ensuring all logistics are handled seamlessly.
  • Prepare presentations, reports, and other documents for internal and external meetings as requested by executives.

Communication & Documentation:

  • Manage correspondence and communication for the Board and executive team, ensuring timely responses and distribution.
  • Draft and edit emails, memos, and other written communications for the executive team. Ensure all Board and executive documents are filed appropriately and easily accessible when needed.

Event and Travel Coordination:

  • Plan and organise logistics for Board meetings, including virtual and in-person events, ensuring that all technical, venue, and participant needs are addressed.
  • Coordinate complex travel arrangements for the executive team, ensuring cost-effectiveness and alignment with organisational policies.

Project Assistance:

  • Support the execution of special projects and initiatives as directed by the Board and executive team.
  • Track deadlines, deliverables, and milestones to ensure timely completion of projects.

Collaborative Team Member:

  • Work closely with the broader administrative pool to provide seamless office coverage, ensuring that the executive office and Board functions operate without interruption.
  • Collaborate with colleagues to deliver exceptional customer service to internal and external stakeholders, fostering a positive and efficient working environment.
  • Assist in ensuring a positive and respectful office culture, free of office politics, by maintaining professionalism and supporting team dynamics.
  • Help coordinate cross-functional initiatives, providing administrative support where necessary and contributing to the overall success of the administrative team.

What you'll bring:

  • Bachelor's degree or equivalent experience in a relevant field. 5+ years of experience supporting senior executives or Board members, with a focus on high-level administrative tasks.
  • Experience with Diligent or similar board management platforms preferred.
  • Excellent organisational skills, with the ability to manage multiple priorities and shifting demands.
  • Strong written and verbal communication skills, with the ability to compose professional and clear correspondence.
  • Exceptional attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite and other office management software.
  • Ability to handle sensitive and confidential information with discretion and professionalism.
  • Strong interpersonal skills and the ability to collaborate effectively with various stakeholders.
  • Ability to anticipate needs and take proactive action in a fast-paced environment. Highly professional demeanour, with the ability to interact effectively with Board members and senior executives.
  • Discretion and the ability to handle confidential information with the utmost care. Ability to adapt to changing priorities and demands in a dynamic, executive-driven environment.
  • Collaborative spirit and a commitment to working with the administrative team to ensure office coverage and smooth operations.
  • Strong customer service orientation and the ability to foster a positive office environment, free of politics.

This role may require occasional evening or weekend work to accommodate Board and executive schedules. The position requires flexibility, a high degree of organisation, and an ability to work independently while maintaining a collaborative approach with the Board, executive team, and administrative colleagues.

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