Executive Assistant (NZ Experience)

Position: Executive Assistant Salary: PHP 75,000 - 100,000 Working Hours & Conditions: Aligned with NZ hours; full-time (remote) OVERVIEW: This is a high-agency Executive Assistant to provide direct support to the client across a growing property services group. The role is designed to create structure, reduce bottlenecks, and help evolve a fast-growing, founder-led business into a more organised, scalable operation. This person will act as the client’s operational right hand — bringing order to inboxes, calendars, follow-ups, reporting, and meetings — while also providing broader administrative and digital support across the business. RESPONSIBILITIES: - Executive Support - Manage the client's inbox — triage, filing, prioritization, and draft replies - Create structure in the client's calendar: time blocking, meeting coordination, scheduling discipline - Help plan the client's day and week so priorities are proactively managed, not reactively handled - Ensure important tasks, commitments, and follow-ups are captured and progressed - Assist with travel, bookings, and general executive administration as required - Task Sweeping and Follow-Through - Own open items the client initiates and drive them through to completion - Pick up tasks after meetings or conversations and convert them into actions - Chase internal inputs required to progress or complete work - Prepare documents, letters, and reports using business data and internal systems - Reduce multi-step, fragmented workflows by helping drive one-touch completion where possible - Meeting and Leadership Support - Coordinate recurring one-on-ones and leadership meetings - Prepare agendas, templates, and discussion prompts in advance - Capture meeting outputs, minutes, and action items - Track ownership and progress of agreed actions - Help establish a more disciplined meeting rhythm across the leadership team - Administrative and Operational Support - Produce standardized letters and business documentation - Pull reports from internal systems and prepare them in a usable format - Support ad hoc business administration: team coordination, internal documents, project assistance - Assist with client reporting and formatting of recurring outputs - Help improve consistency and structure in internal processes - Digital and Light Marketing Support - Update website content in Squarespace - Assist with LinkedIn post drafting and scheduling - Help prepare proposals, property management agreements, and presentation materials - Use AI tools to improve speed and quality of output where appropriate Requirements QUALIFICATIONS: - Essential - Proven experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or similar - Strong inbox and calendar management capability - Excellent written communication and document preparation skills - Strong follow-up discipline and task management ability - Experience working with senior leaders or founders - High proficiency in: Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/admin systems - Excellent spoken and written English — the role involves regular verbal communication, voice notes, and real-time interaction with the client - Strong presentation formatting and templating skills — able to produce polished, consistent documents, reports, and slide decks - Preferred - Experience with MyHR and/or property management systems such as OPM - Familiarity with Squarespace and LinkedIn - Background in a property, facilities, or service-based business - Strong AI literacy — comfortable using tools such as ChatGPT to improve workflows WHAT SUCCESS LOOKS LIKE: - The client's inbox is organized and under control - His calendar has structure and protected focus time - Meetings produce clear outputs and defined follow-up - Administrative work is completed faster and with less friction - Business tasks are consistently progressed without the client driving every detail - The role creates enough leverage that the client can focus on leadership, growth, and higher-value decisions WORKING STYLE: - Likes bringing structure to messy, fast-moving environments - Has initiative and the backbone to follow through without prompting - Can work across executive support, administration, and project coordination simultaneously - Enjoys being a force multiplier for a busy business owner - Is comfortable improving systems while also handling day-to-day execution - Is open to taking on similar admin and operational support tasks across the wider business over time, as the role evolves