Executive Assistant (Construction, New Zealand Market) - 204

Working Hours & Conditions: Monday to Friday, 9:00 AM to 5:00 PM NZT

ROLE OVERVIEW

The company has two directors are hands-on operators — out on site, winning work, and delivering complex projects across New Zealand. To support their growing workload, they are looking for a sharp, proactive, and highly organised Virtual Assistant / Executive Assistant to manage the flow of day-to-day communications, keep jobs and compliance obligations on track, and ensure nothing falls through the cracks.

This is a critical support role in a business where missed deadlines carry real regulatory and commercial consequences. You will be set up with a NZ VoIP phone number, a professional company email address, and full access to relevant business systems including WorkflowMax and government tender portals. If you are a self-directed, detail-driven EA or VA who thrives in a fast-paced, high-stakes environment — this role was made for you.

Email & Communication Management (Top Priority)

Triage and prioritise a high volume of daily emails across both directors' inboxes

Flag urgent items and draft professional responses to key correspondence on the directors' behalf

Ensure no important communication goes unanswered or unactioned

Calendar & Schedule Coordination

Manage calendars for both directors, coordinating meetings, site visits, and deadlines

Keep both directors informed of upcoming priorities and time-sensitive commitments in advance

Job Workflow & Production Calendar

Monitor the production calendar in WorkflowMax to track active jobs and upcoming project deadlines

Review newly accepted quotes and confirm all required documentation is in place within internal files

Notify relevant team members — including the workshop manager, admin team, council contacts, project managers, and sales — when new jobs are activated

Proactively flag potential scheduling conflicts or documentation gaps before they escalate

Compliance & Permit Monitoring

Track asbestos job notifications and permit expiry dates across all active projects

Send timely reminders to the relevant team members to prevent compliance lapses or regulatory issues

Maintain an organised and up-to-date log of compliance obligations across active and upcoming jobs

Tender & Business Development Support

Monitor government tender portals including GETS and other relevant platforms for suitable opportunities, alongside the internal QS

Summarise and flag relevant tenders for director review in a clear, concise format

Assist with the coordination of tender submissions as required

Ad Hoc Research & Administration

Conduct research tasks as directed — such as evaluating timesheet systems, supplier options, or industry tools

Provide clear, well-structured summaries to support director decision-making

Handle general administrative tasks to keep day-to-day operations running smoothly

Requirements

Minimum 2 years of solid, demonstrable experience as an Executive Assistant supporting multiple executives or directors within the Australian or New Zealand market
Background supporting directors or senior leaders in a trade, construction, or regulated industry environment
Familiarity with New Zealand compliance frameworks, permitting processes, or government procurement systems=
Experience with WorkflowMax or a comparable job/project management platform
Comfortable working with government procurement or tender portals (GETS or similar)
Strong written English with the ability to draft professional business correspondence and emails on behalf of senior leaders
Exceptional organisational skills — able to manage multiple priorities simultaneously without prompting
Experience monitoring and coordinating tender submissions in a support capacity
Comfortable working independently and remotely with minimal day-to-day supervision
Discreet, trustworthy, and professional — this role involves access to sensitive business and compliance information
Confident navigating digital systems and learning new platforms quickly
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