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Executive Assistant

2 weeks ago

Auckland City, New Zealand Alpha Personnel Recruitment Ltd Full time

We are looking for a skilled Executive Assistant to provide comprehensive administrative support to 2-3 leaders within a Group Leadership Team.

This is a **2-3 month temporary assignment** working **full-time hours** with a large healthcare organisation based in **Grafton**.

**Key Responsibilities**:

- **Calendar & Meeting Management**: Coordinate schedules, manage meeting requests, and ensure GLT members are prepared with necessary materials. Prepare agendas, take minutes, and follow up on actions.
- **Travel & Administration**: Book travel in line with company policies, assist with room bookings, and handle basic office admin tasks.
- **Correspondence & Reporting**: Manage incoming correspondence, draft replies, and prepare reports or presentations. Assist with compliance and risk reporting.
- **Team & Payroll Support**: Assist with payroll, leave planning, recruitment, and onboarding. Schedule team meetings and maintain on-call rosters.
- **Records & Procedure Management**: Maintain accurate records and files, improve office systems, and stay updated on policy changes. Ensure all administrative documentation is created in line with procedures.
- Relevant qualification (e.g., business, law, or communications) with strong literacy
- 5+ years’ executive support experience in a large, complex organization
- Experience with agenda preparation, minute-taking, and managing senior-level meetings
- Strong analytical, problem-solving, organizational, and communication skills
- Proficiency in Microsoft Office Suite and TEAMS video conferencing
- Ability to work independently and collaboratively, with excellent customer service skills
- Integrity in handling confidential information and accountability for performance
- Experience in a large healthcare organisation is a strong advantage