We are seeking a highly organized and proactive Executive Assistant to the Managing Director of our company group (architectural/consulting and construction/prefabrication).
The successful candidate will play an important support role in ensuring the smooth operation of the managing director's activities as well as assisting with business growth and development opportunities. This role requires a high level of discretion, professionalism, and efficiency and will bring plenty of opportunity for growth and development.
The successful applicant will be working side-by-side with the Managing Director furthering interests and activities across the board. As they say, two minds are better than one, so we are looking to lighten his load to facilitate smoother operation and faster growth across operations. The MD has a reputation for being patient, listening to his team, making fast decisions, and having fun while doing that. The MD is also acutely aware that positive energy in a fun environment facilitates creativity and effectiveness as well as job satisfaction.
This is a flexible role with a flexible business and we are yet to set the working hours or locations. While we currently operate from 3 separate offices, the business group will be coming together in a brand new purpose built facility in the Tauriko Business estate late 2024.
Key Responsibilities:
- Administrative Support: Provide comprehensive administrative support to the Managing Director, including managing calendars, scheduling appointments, and handling correspondence including sorting, replying to (some but not all) and archiving e-mails.
- Document Management: Prepare, review, and edit documents, reports, and presentations for the Managing Director's review, maintaining accuracy and confidentiality.
- Communication: Act as the primary point of contact between the Managing Director and internal/external stakeholders, handling inquiries and correspondence with professionalism and discretion.
- Travel Coordination: Arrange and coordinate travel itineraries, accommodations, and logistics for the Managing Director, ensuring a seamless travel experience.
- Meeting and Event Coordination: Organize and facilitate meetings, conferences, and events, including scheduling, preparing materials, and managing logistics.
Skills and Qualifications:
- Proven Experience: A minimum of 5 years of experience in an executive assistant or similar role.
- Organizational Skills: Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
- Communication Skills: Strong written and verbal communication skills, including a professional and approachable demeanour.
- Tech-Savvy: Proficiency in using office software, excel, scheduling tools, and other relevant software.
- Confidentiality: High level of discretion and ability to handle sensitive information with professionalism.
- Adaptability: Ability to adapt to changing priorities and work well under pressure.
- Initiative: A proactive mindset and the ability to anticipate needs and act accordingly.
- Team Player: Strong interpersonal skills and the ability to work effectively as part of a team.
- Assertive: Be able to make good decisions on behalf of the MD at the appropriate times
- Ambitious: Have a strong determination to succeed
- Fun: Understand it’s not always all about work
We will be accepting and reviewing all applications as they are submitted, and will offer interviews to all suitable candidates accordingly with a view to appointing someone to this role as soon as possible.
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