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Executive Assistant to the Board

2 weeks ago

Auckland, Auckland, New Zealand Hawk Services Group Full time

Are you a highly organized and detail-oriented professional looking for an opportunity to make a real impact? We are seeking a talented Administrative Support Specialist to join our team as an Operations Manager.

About the Role

In this role, you will be responsible for overseeing various administrative tasks, managing finances, and providing executive assistance to the Board, Director, and C-level leadership.

Main Responsibilities:
  • Oversee and manage HR functions, including screening applicants, employment documents, and Health & Safety guidelines using Employment Hero
  • Manage payroll processing via Smartly, ensuring timely and accurate payments
  • Oversee Xero, including accounts payable, accounts receivable, invoicing, and credit control to ensure financial accuracy
  • Maintain and optimize job management databases using Aroflow
  • Provide executive assistance to the Board, Director, and C-level leadership
  • Generate financial reports, track expenses, and ensure compliance with company policies and regulations
  • Manage data entry and invoicing, ensuring accuracy and efficiency in financial records
  • Oversee office purchases and basic procurement to support daily operations
  • Build and maintain strong relationships with key stakeholders, ensuring excellent communication and collaboration
  • Think fast and provide solutions on the spot to resolve challenges effectively
  • Collaborate with internal teams to support daily operations and maintain smooth business functions
Requirements:
  • 3+ years of experience in a similar role, preferably in the commercial Building Service industry or logistics industry
  • Strong leadership & problem-solving skills – lead with confidence and initiative
  • Strong attention to detail ability
  • Exceptional communication & relationship management skills – liaise effectively with stakeholders at all levels
  • Fluency in English – clear documentation and professional correspondence
  • Comfort working with executives – professionalism and discretion are key