Executive Assistant

Fairhaven Property Group; Dunedin; Hybrid; NZD 60,000 - 90,000; Full time

Job summary

Fairhaven Property Group in Dunedin, Otago, New Zealand, is seeking an Executive Assistant to provide comprehensive support to the Managing Partner and Investor Relations Managers. The role is hybrid, combining in-office coordination with remote work, and requires meticulous organization and proactive communication.

You will manage investor onboarding, email management, calendars, reports, and cross‑functional project coordination, while handling confidential information with discretion.

Qualifications

• Proven experience as an Executive Assistant or similar administrative role.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality with discretion.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal skills and teamwork.
• Adaptability in a fast-paced environment.
• Knowledge of the real estate industry or investor relations is a plus.

Responsibilities

• Investor Onboarding: gather details from investors to facilitate onboarding and maintain records.
• Email and Correspondence Management: monitor and draft responses, prioritize messages.
• Schedule and Calendar Management: coordinate schedules and prepare agendas.
• Administrative Support: organize meetings, reports, presentations, and office logistics.
• Data Management: organize databases and tracking systems for efficiency.
• Project Coordination: support cross-functional projects and track deadlines.
• Documentation and Filing: maintain filing systems for confidential information.
• Additional Responsibilities: assist in marketing, events, research, and ad hoc duties.

Skills

Executive support

Communication

Organization

Discretion

MS Office

Interpersonal skills

Adaptability

Real estate knowledge (plus)

Tools

Microsoft Office Suite

Job description

Location: Hybrid - Dunedin, Otago, New Zealand / Remote Type: Full-time

Fairhaven Property Group is seeking a highly motivated and organized individual to join our team as an Executive Assistant. As an Executive Assistant, you will provide comprehensive support to the Managing Partner and Investor Relations Managers, ensuring smooth operations and effective communication within the organization. Your role will be diverse and dynamic, requiring excellent organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously.

Location: Hybrid - Dunedin, Otago, New Zealand / Remote

Responsibilities

• Investor Onboarding : Assist with gathering details from investors to facilitate the onboarding process, including documentation, account setup, and communications. Maintain accurate and up-to‑date investor records.
• Email and Correspondence Management : Monitor and manage the Managing Partner's and Investor Relations Managers' email accounts, draft responses, and prioritize incoming messages. Ensure timely and professional communication with internal and external stakeholders.
• Schedule and Calendar Management : Coordinate and manage schedules, appointments, and meetings for the Managing Partner and Investor Relations Manager. Prepare meeting agendas, documentation, and follow‑up materials as necessary.
• Administrative Support : Provide general administrative support to the team, including organizing meetings, preparing reports and presentations, maintaining office supplies, and managing office equipment and facilities.
• Data Management : Assist in organizing and maintaining databases, tracking systems, and other relevant information to support effective investor relations and operational efficiency.
• Project Coordination : Collaborate with various departments to support and coordinate cross‑functional projects. Assist in project management, including tracking deadlines, deliverables, and progress.
• Documentation and Filing : Maintain accurate and organized electronic and physical filing systems. Ensure proper documentation and filing of confidential and sensitive information.
• Additional Responsibilities : As a valued member of our team, you may be called upon to assist in various other tasks and responsibilities to support the smooth functioning of Fairhaven Property Group. These may include marketing support, event coordination, research projects, and other ad hoc duties as needed.

Requirements

• Proven experience as an Executive Assistant or similar administrative role.
• Excellent communication skills, both written and verbal.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Attention to detail and a high level of accuracy in work.
• Proficient computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills, with the ability to work collaboratively and effectively in a team environment.
• Adaptability and flexibility to navigate a fast‑paced and dynamic work environment.
• Proactive and self‑motivated with the ability to take initiative and solve problems.
• Knowledge of the real estate industry or experience in investor relations is a plus.This job description provides a general overview of the responsibilities and requirements for the Executive Assistant role. Fairhaven Property Group is a growing organization, and as such, additional roles and responsibilities may arise based on the needs of the company. The successful candidate will have the opportunity to contribute to various aspects of the business, making a meaningful impact and supporting the overall success of Fairhaven Property Group.

Please note that only shortlisted candidates will be contacted for further consideration. We thank you for your understanding and patience throughout the selection process.