Executive Assistant

Fidelity Life; Auckland; On-site; NZD 90,000 - 120,000; Full time

Job summary

Fidelity Life in New Zealand seeks an experienced Executive Assistant to support multiple executives on a 12-month fixed-term basis. The role focuses on handling complex calendars, travel arrangements, expense processing, and proactive issue resolution to enable strategic priorities.

Working with the Office of the CEO, you will provide on-site and off-site support, coordinate cross‑team activities, and help strengthen collaboration and morale across Fidelity Life.

Qualifications

• 5+ years in EA/Executive assistant roles within highly regulated, fast-moving environments.
• Strong governance and/or project management orientation with an outcomes focus.
• Excellent written and visual communication across stakeholders at all levels.

Responsibilities

• Manage complex calendars with vetting, prioritisation, and recommendations.
• Schedule and coordinate meetings aligning with key priorities; prepare executives for meetings.
• Handle emails, drafts, and confidential correspondence; assist with sign-offs and approvals.
• Arrange travel and draft detailed itineraries; process travel expenses and budgets for team events.
• Provide guest liaison, reception cover, and support office operations for executive teams.
• Support recruitment, onboarding, and offboarding within the teams; assist with team logistics.

Skills

Governance

Project management

Written communication

Visual communication

Schedule prioritisation

MS Office proficiency

Virtual events platforms

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

OneNote

Job description

At Fidelity Life, we pride ourselves on our role in New Zealand's growth story. Our commitment to our shareholders, customers, and people makes us a unique player in the market. Join us and make a meaningful impact on the lives of New Zealanders.

Role Overview:

Working with multiple Fidelity Life executives, this 12-month fixed term role is to provide effective administrative and operational support, anticipating and solving complex administration issues before they arise, while also contributing to activities that drive business priorities forward and strengthen team collaboration and morale.

Success in this role is enabling the executives to function effectively and deliver their strategic obligations as well as providing a wide range of administrative assistance and general office support to the executive’s broader teams when required.

This role requires close collaboration with the Office of the CEO and both on-site and off-site support is required.

Job Description

Key Responsibilities:

Administrative support

• Manage complex calendars including vetting, prioritising, and providing recommendations
• Ensure executives are properly prepared with schedules that enable them to be on time for all meetings. Schedule, manage and prioritise meetings to align with key priorities
• Manage inboxes, including responding or drafting responses to internal and external stakeholders on behalf of executives where appropriate; Be aware of critical matters and filing/archiving of emails (including dealing with large amounts of highly confidential correspondence)
• Brief executives on requests requiring sign-off, action approvals and apply discretionary decision-making where appropriate
• Anticipate and proactively manage any issues that arise, help manage workload and ensure that executives are always prepared in advance for meetings and deadlines
• Create capacity for executives to direct focus towards strategic and high priority activities by assisting in day-to-day functions of the teams
• Handle all travel arrangements and process travel expense reports; draft detailed travel itineraries and provide remote assistance with logistics and travel arrangements with input from executives
• Assist with ensuring the timely review and submission of expenses; preview and provide feedback regarding team expense reports, and assist with managing budgets for team engagement / morale activities
• Provide seamless, polished on-site and offsite guest liaison and hospitality experiences for external guests; maintain current knowledge of suitable locations, guest preferences, EA contact details
• Provide cover for reception during receptionist leave periods

Team collaboration and organisation

• Review team correspondence, marking up documents, formatting and proof-reading documents where required
• Contribute to and support the implementation of initiatives which improve the overall efficiency and effectiveness of the executive’s teams
• Support the seamless day to day running of executive teams including but not limited to assisting with recruitment, on-boarding and off-boarding of new team members
• Provide assistance with team logistics for the Fidelity Life ‘flexiplace’ location policy
• Seek out opportunities for team efficiency gains, cost reduction, control enhancement – such as adoption of digital processes / solutions, improved governance, stronger coordination, and adherence to team operating rhythms

Desired Skills and Experience

What We’re Looking For:

Experience:

• 5+ years in EA position with diverse exposure to key functions of highly regulated, fast-moving, complex, and changing organisations, Financial Services experience desired but not required.

Skills:

• Strong interest in governance and/or project management with a practical “outcomes” focus
• Extremely strong written and visual communication skills with an ability to build relationships with a diverse range of stakeholders across all levels – board, executives, senior management, team members
• Demonstrated ability to prioritise executive’s schedules with ability to make judgement calls and decisions based on rapidly shifting priorities
• Proven ability to work in a fast paced, often changing environment with efficiency and accuracy
• Ability to take initiative and ownership over sometimes ambiguous tasks and situations with little oversight
• Excellent technology and app skills – including across Microsoft Suite; Teams, Word, PowerPoint, Excel, Outlook, OneNote; Experience with virtual events platforms would be highly regarded.

Fidelity Life is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.