Executive Assistant - Work From Home

We're after a proactive, experienced Executive Assistant to join our team, supporting a busy executive in the project management and construction advisory space. Think fast-moving projects, developments, and compliance-heavy work, so you'll need to enjoy staying on top of a lot of moving parts.

About the Role

This is a true executive support role. You'll take ownership of the executive's calendar, inbox and day-to-day, keeping them organised, prepared, and ahead of what's coming. Your job is to make sure the important things get done, the right things get their attention, and nothing slips through the cracks. You'll own their calendar and inbox, get on top of a busy email backlog, and prepare a daily briefing so they can walk into each day already knowing what's ahead. This is a role for someone who gets ahead of their executive, not someone who waits to be told. The role starts at around 20 hours a week (roughly 4 hours a day) and is designed to build towards full-time as things settle and you take on more. What You'll Be Doing

Owning the calendar — handling and scheduling meeting requests, protecting their time, keeping the week free of clashes, and making sure they always know what's next. Managing the inbox and clearing the backlog — working through a busy inbox, getting it under control and keeping it there, flagging what's urgent, drafting and sending replies, and clearing the noise so they only see what actually needs them. Preparing a daily briefing — a clear, forward-looking summary of what's ahead so they can prep: meetings, what needs organising, priorities, anything waiting on third parties, and who needs to be contacted. When you prepare it, flag the items you can take on yourself, or, even better, ones you've already actioned. Standard EA support — the general day-to-day that keeps a busy executive organised: scheduling and follow-ups, light research, document and file organisation, basic invoice and expense wrangling, and quietly introducing simple systems that keep things running. Keeping things on track — staying across what's on, what's due, and what's late, and reminding them before anything slips. You'll be working in Microsoft 365 (Outlook / Office 365), with delegate access to the mailbox and calendar. Hours

This is roughly 4 hours a day, and how you organise your time is up to you, as long as the work lands reliably and you overlap with New Zealand business hours for communication. The daily briefing simply needs to be fresh and ready for the start of the executive's day. What We're Looking For (Must-Haves)

At least 5 years' experience as an Executive Assistant supporting an executive directly, not general admin or customer service. Strong inbox and calendar management — you can triage, prioritise, clear a backlog, and make good judgement calls about what matters without being told.A proactive, anticipatory style — you get ahead of your executive, spot what's coming, and can build a clear, forward-looking briefing rather than only reacting. Excellent written English — you'll be drafting email on the executive's behalf and writing the daily briefing, so your writing needs to be clear, scannable, warm, and accurate. Basic financial literacy — comfortable with numbers, budgets, and invoices at a basic level. Microsoft 365 / Outlook experience, ideally including delegate access to a mailbox and calendar. Reliable overlap with NZ business hours for communication. Nice to Have

• Experience supporting a project management, construction, engineering, or professional services business
• Experience supporting New Zealand or Australian executives
• A knack for quietly introducing light systems that keep a busy person organised

We're looking forward to hearing from you.