Executive Assistant and Team Support

Position : Executive Assistant and Team Support

Salary : up to 1,800 NZD

Working Hours & Conditions : New Zealand Business Hours

ABOUT THE COMPANY: 

The business is a NGO (non-profit) which focuses on environmental sustainability. They encourage members of the Maori community to help and uphold the environment and community. 

OVERVIEW:

The Executive PA – Governance, HR & Project Support provides high-level assistance to the CEO, Board of Trustees, and wider organisation. The role ensures smooth executive operations, strengthens governance processes, and provides support across HR, Health & Safety, contracts, and key projects. By managing communications, systems, and workflows, the role helps the CEO and organisation deliver effectively on its kaupapa and community outcomes.

RESPONSIBILITIES:

1. Executive & PA Support

• Manage the CEO’s inbox and calendar, ensuring priorities are tracked and actioned.
• Draft and prepare correspondence, reports, agendas, and presentations.
• Coordinate meetings, travel, and events.
• Maintain task/action lists and follow up on deadlines.
• Handle sensitive information with discretion and professionalism.

2. Governance Support

• Collate reports and prepare Board meeting packs.
• Coordinate Board meetings (scheduling, minutes, action tracking).
• Maintain accurate records of Board decisions and governance documents.
• Support compliance with governance policies and reporting obligations.

3. Human Resources Support

• Assist with recruitment, job ads, interviews, and employment documentation.
• Support onboarding, induction, and digital personnel filing.
• Help maintain HR policies, manuals, and procedures.
• Assist with staff engagement initiatives and training coordination.

4. Health & Safety Support

• Support the H&S lead with documentation and audits (e.g., Tōtika).
• Collate evidence and maintain organisational H&S records.
• Ensure H&S policies and procedures are up to date and accessible.

5. Contract & Project Support

• Maintain the contract register with deadlines, contacts, reporting, and budget status.
• Assist projects (e.g., Matariki) with planning hui, budgeting, and follow-up tasks.
• Support funding and reporting requirements as needed.

6. Filing & Document Management

• Maintain tidy and accessible digital filing systems in the shared drive.
• Organise contracts, compliance documents, and operating manuals.
• Keep SOPs, templates, and records current and well-structured.

QUALIFICATIONS:

Skills & Experience

• 3+ years’ experience as a PA/EA or similar support role.
• Strong organisational and time management skills.
• Experience supporting governance, HR, or compliance functions.
• Proficiency in Microsoft Office/Google Workspace.
• Excellent written and verbal communication.

Personal Attributes

• Professional, proactive, and solutions-focused.
• Strong relationship builder with excellent interpersonal skills.
• Able to manage multiple priorities independently.
• Commitment to kaupapa Māori values and community development.