Executive Assistant

New Shoots is a place where tamariki and whānau thrive together. We believe in an innovative curriculum that unlocks the magic of childhood, through a place that feels right, with exceptional, nature inspired, play spaces. Since 2011, we have been a trusted support for busy whānau, and built a local community of parents and kaiako, with tamariki at the heart of all we do.

We are in an exciting growth phase at New Shoots, and with that comes new positions. We are now looking for an Executive Assistant for a full time hybrid role.

Are you highly organized, proactive, and passionate about supporting senior leadership? We're looking for an exceptional Executive Assistant to join our team and play a key role in ensuring smooth operations and governance at the executive and board level.

About the Role:

As an Executive Assistant, you will provide high level administration support to our CEO and senior leadership. You will manage calendars, coordinate meetings, prepare reports and handle confidentail information with upmost discretion. This role requires someone that thrives in a complex organisaion, anticipates needs, and delivers high quality work.

Key Responsibilities:

• Governance Support: Coordinate and prepare Board meetings, including the collation and distribution of Board papers, minute-taking, and tracking of action items. Support the CEO and Board with compliance and governance processes, maintaining up-to-date records of Board decisions and statutory documents.
• Executive Communications: Draft, edit, and manage high-level correspondence on behalf of the CEO. Act as a liaison between the CEO and internal or external stakeholders, ensuring clear, timely, and professional communication.
• Calendar and Meeting Management: Manage the CEO's diary, scheduling appointments, meetings, and travel arrangements. Anticipate and resolve scheduling conflicts, and ensure the CEO is well-prepared for all engagements.
• Confidential Administration: Handle sensitive information with discretion and maintain strict confidentiality at all times. Prepare documentation and manage records relating to executive decision-making and confidential matters.
• Policy management: Take a lead role in updating and coordinating review of Policies, ensuring alignment with systems and reporting. Engage key stakeholders and subject matter experts to contribute to policy development and implementation planning.
• Property coordination: Support our property team by coordinating planned and reactive maintenance, under their delegation. Support record keeping and property administrative efforts.
• Relationship Management: Build and maintain positive relationships with Board members, senior leadership, and external partners, representing the CEO professionally and proactively addressing enquiries.
• Process Improvement: Identify and implement improvements to executive administrative processes, supporting enhanced efficiency and effectiveness in support office
• Office Administration: Pick up general office duties, as part of the wider support office team, to ensure business continuity.

This is a hybrid role made up of 3 days in our Papamoa office and 2 flexible days.

To be eligable for this role you must be based in New Zealand with all legal rights to work here. Police checks are also a requirement of working within ECE.