Executive Assistant

MOVe Group; Manurewa; On-site; NZD 65,000 - 90,000; Full time

Job summary

MOVE Logistics Group in Auckland is seeking an experienced Executive Assistant to support the CEO and Leadership Team in a fast-paced, governance-focused environment. This role can be full-time or part-time (approximately 26–32 hours per week) for the right candidate.

You will manage complex calendars, coordinate domestic and international travel, support board processes using Diligent, prepare executive documents, and build strong relationships with stakeholders across New Zealand.

Qualifications

• Experience supporting CEO/Executive Team and/or Board.
• Proven governance administration experience with board papers and agendas.
• Outstanding organisational skills and ability to multitask.
• Advanced MS Office skills and familiarity with board platforms.

Responsibilities

• Provide high-level executive support to CEO and Leadership Team.
• Manage complex calendars, appointments and travel.
• Coordinate domestic and international travel arrangements.
• Support Board/Committee processes and distribute papers (Diligent).
• Liaise with Directors, Company Secretary and stakeholders.
• Coordinate board calendars, meetings and governance administration.
• Organise leadership meetings and company events.
• Prepare presentations and executive documentation.
• Support investor relations and shareholder communications as required.
• Identify process improvements and contribute to effizient workflows.

Skills

Executive support

Governance admin

Calendar management

Board liaison

MS Office

Diligent

Stakeholder mgmt

Discretion

Tools

Diligent Board

Microsoft Office

Job description

Auckland | Full Time or Part Time Arrangement Available

At MOVe Logistics Group, we're looking for an experienced Executive Assistant who thrives in a fast-paced environment and enjoys working at the heart of a dynamic, publicly listed organisation. We are open to either a full-time appointment or a flexible part-time arrangement (approx. 26-32 hours per week) for the right candidate.

Reporting directly to our Chief Executive Officer, this is a pivotal role providing high-level executive, governance and administrative support to the CEO and broader Leadership Team. You will play a key role in ensuring the smooth operation of executive and Board processes, acting as a trusted partner who can anticipate needs, manage competing priorities, and maintain the highest standards of professionalism and discretion.

This is an excellent opportunity for a seasoned Executive Assistant who enjoys working closely with senior leaders, directors and external stakeholders, and who is comfortable operating in a governance-focused environment.

About the Role

No two days will be the same. Key responsibilities will include:

• Providing comprehensive executive support to the CEO and Leadership Team.
• Managing complex calendars, appointments and meeting schedules.
• Coordinating domestic and international travel arrangements.
• Supporting Board and Committee processes, including coordination and distribution of Board papers through Diligent.
• Liaising with Directors, the Company Secretary, external advisors and key stakeholders.
• Coordinating Board and Committee meetings, annual governance calendars and related administration.
• Organising leadership meetings, conferences, strategic planning sessions and company events.
• Preparing presentations, reports and executive documentation.
• Managing document execution processes and electronic signing platforms.
• Supporting investor relations activities and shareholder communications as required.
• Coordinating expenses, invoices, reconciliations and executive administration.
• Identifying opportunities to improve systems, processes and ways of working.
• Being flexible and helping out where needed. We are e a small head office team who do what’s needed to support and drive the business.

About You

We're looking for an experienced Executive Assistant who is highly organised, proactive and confident working at executive and Board level.

You'll bring:

• Significant experience in a senior Executive Assistant role supporting a CEO, Executive Team and/or Board.
• Proven experience managing Board and governance administration, including Board papers, agendas and meeting coordination.
• Exceptional organisational skills with the ability to juggle multiple priorities and deadlines.
• Advanced Microsoft Office skills, particularly Outlook, PowerPoint, Word and Excel.
• Experience using Diligent or similar Board management platforms would be highly regarded.
• Outstanding written and verbal communication skills.
• Strong judgement, discretion and attention to detail.
• The ability to build trusted relationships with stakeholders at all levels across our divisions throughout New Zealand.
• A positive, adaptable and solutions-focused approach. You are a confident and persuasive person who loves connecting and making a difference.

Why Join MOVe?

MOVe is a NZX and ASX listed logistics business with operations across New Zealand and Australia. We are proud of our people, our culture and the critical role we play in connecting businesses and communities.

This role offers:

• Exposure to senior leadership and governance environments.
• Variety, autonomy and the opportunity to make a genuine impact.
• A supportive and collaborative team culture.
• Flexibility, with consideration given to a part-time arrangement for the right candidate.

If you're an experienced Executive Assistant who enjoys working at the highest levels of an organisation and takes pride in delivering exceptional support, we'd love to hear from you.