Executive Assistant

Hāere mai ki PHD Aotearoa
Interested in joining our award-winning team?
PHD's reputation as a fantastic place to work is widely recognised, from our limitless learning and development opportunities across an enviable client list and agency specialisms, to our fun culture and inclusive environment.
Amongst the wider industry, we are equally renowned as the media agency delivering clients an unfair advantage. Behind this advantage is our unique winning formula - a handpicked winning team of experts, backed by a comprehensive suite of best-in-class services, advanced products, and innovative technology.
As our newest PHD'er, what would this this mean for you? You'd get to deliver this advantage to clients through your mahi, talents, skills, and ‘play to win' attitude while keeping yourself future fit and having a phenomenal time.
As for other agency benefits loved by the PHD team? There's our free life insurance and discounted health insurance and gym memberships and a wellness program keeping us all happy and healthy, birthday and long weekend gift day programs which bump up our leave days, along with an annual calendar of industry, social and cultural celebration events.
About the role
The role of an Executive Assistant is crucial to the overall running of the agency. You will be a vital part of the Admin Team and extension of the Senior Leadership Team, connecting the CEO & agency leads with our clients, media partners and the wider agency - this connection is imperative in the smooth operation of the agency.
You will ensure the CEO knows where they need to be and who they need to see, you are a vital part in making their day to day run smoothly, ensuing their time is well utilized. You are responsible for the CEO's extensive calendar and inbox management and will also work closely with the Senior Leadership team to provide administration support (meeting coordination, offsites planned and executed, timesheet reporting etc), as and when needed.
You will have a passion for the PHD culture and help to drive awareness around our wellness and environmental initiatives. Together with members of the wider team including the Front of House / Office Manager, you will lead or assist in the planning and set up of various company events and inhouse initiatives (wellness, community, social, diversity & inclusion) both internally and externally. With a passion for the PHD culture, you will drive positive awareness of these initiatives. You will lead or support with agency marketing initiatives, including working with inhouse and external design, production and or marketing communications specialists.
With a fun, approachable and warm manner, you will have excellent listening and exceptional communication skills along with a keen eye for detail. The ability to multitask, complete work to a high standard and always be ‘one step ahead' is imperative in this role. Having the foresight to pre-empt and smooth any problems in advance is critical.
The PHD culture is diverse, vibrant and ultimately enjoyable, and it is important that this key role in the agency helps nurture that.
Skills & Experience
- 3+ years in an Executive Assistant level role
- Excellent verbal and written communication
- Forward thinking
- Strong leadership skills
- Planning and organising skills
- High energy, friendly and an approachable manner
- Proactive and self-lead
- Problem-solving skills with impeccable multi-tasking abilities
- Team player
- Self motivated and takes initiative
- Advanced computer skills
- Accuracy and high attention to detail
- Ability to keep calm under pressure
- Professional discretion is essential
- Compliance with deadlines
- Interpersonal skills and style
- Flexibility to work long hours if required
- Enthusiastic learner