Admin Executive

People Profilers Pte Ltd; Queenstown; On-site; NZD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive remuneration package

Job summary

People Profilers Pte Ltd in Queenstown seeks an experienced Executive Assistant to provide full support to the Managing Director, manage calendars, arrange meetings, prepare confidential correspondence, reports, and travel.

You will liaise with internal and external stakeholders, organize meetings, prepare minutes, handle invoices, and support CSR initiatives as needed.

Qualifications

• Diploma or Degree in Business Administration, Management, or related disciplines.
• 2–3 years of experience in Executive Assistant, Personal Assistant, Office Administration, or Corporate Services roles.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Job Reference JOB-00483

Responsibilities

• Provide full executive support to the Managing Director, including calendar management, appointment scheduling, and meeting coordination.
• Prepare confidential correspondence, reports, presentations, expense claims, travel arrangements, and meeting materials.
• Organize meetings, prepare agendas, record minutes when required, and monitor follow-up actions.
• Act as the key liaison between the Managing Director and internal/external stakeholders, ensuring professional and discreet communication.
• Assist with research, reporting, administrative duties, and special projects as assigned.
• Coordinate travel, accommodation, airport transfers, and transportation arrangements for visiting guests and regional leadership.
• Prepare detailed itineraries and provide logistical support to ensure a seamless guest experience.
• Manage and distribute incoming mail to relevant departments promptly.
• Provide administrative support to Heads of Department, including claims processing, document preparation, and information collation.
• Respond to emails and enquiries within stipulated service standards.
• Process and monitor Corporate Services-related invoices and payments.
• Prepare reports, presentations, and supporting documentation.
• Coordinate travel bookings and logistics for Heads of Department.
• Support additional administrative and operational duties as assigned.
• Support the planning, coordination, and execution of CSR initiatives and events.
• Assist with event logistics and participate in CSR activities when required.
• Support ad-hoc CSR-related projects and responsibilities.

Skills

Organizational skills

Communication skills

Time management

Discretion

MS Office

Education

Diploma/Degree in Business Admin

Job description

Key Responsibilities

• Provide full executive support to the Managing Director, including calendar management, appointment scheduling, and meeting coordination.
• Prepare confidential correspondence, reports, presentations, expense claims, travel arrangements, and meeting materials.
• Organize meetings, prepare agendas, record minutes when required, and monitor follow-up actions.
• Act as the key liaison between the Managing Director and internal/external stakeholders, ensuring professional and discreet communication.
• Assist with research, reporting, administrative duties, and special projects as assigned.
• Coordinate travel, accommodation, airport transfers, and transportation arrangements for visiting guests and regional leadership.
• Prepare detailed itineraries and provide logistical support to ensure a seamless guest experience.

• Manage and distribute incoming mail to relevant departments promptly.
• Provide administrative support to Heads of Department, including claims processing, document preparation, and information collation.
• Respond to emails and enquiries within stipulated service standards.
• Process and monitor Corporate Services-related invoices and payments.
• Prepare reports, presentations, and supporting documentation.
• Coordinate travel bookings and logistics for Heads of Department.
• Support additional administrative and operational duties as assigned.

• Support the planning, coordination, and execution of CSR initiatives and events.
• Assist with event logistics and participate in CSR activities when required.
• Support ad-hoc CSR-related projects and responsibilities.

Requirements

• Diploma or Degree in Business Administration, Management, or related disciplines.
• 2 - 3 years of experience in Executive Assistant, Personal Assistant, Office Administration, or Corporate Services roles.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion and professionalism.
• Job Reference JOB-00483

• Positive attitude, proactive mindset, and strong interpersonal skills.

All Successful candidates can expect a very competitive remuneration package and a comprehensive range of benefits.