Executive Assistant – Family & Business Operations

Aotearoa New Zealand Association of Social Workers; Albert-Eden; On-site; NZD 60,000 - 80,000; Full time

Job summary

Aotearoa New Zealand Association of Social Workers is seeking an Executive Assistant to support a busy family and three businesses. The role combines executive assistance, business administration, finance and operational support, with some marketing coordination and family logistics.

Four long working days per week, roughly 7:30am–6:00pm, offering one weekday off. You will work closely with Directors, manage calendars, prepare documents, and assist with numbers and marketing tasks while keeping

Qualifications

• Dependable, proactive and highly organised.
• Experience in executive assistance, office management or bookkeeping preferred.
• Comfortable with numbers, spreadsheets and financial information; Xero a plus.

Responsibilities

• Managing emails, diaries, appointments and general administration.
• Accounts payable, accounts receivable and bank reconciliations.
• Preparing weekly reports, spreadsheets and correspondence.
• Coordinating onboarding and offboarding across the businesses.
• Helping with school runs, transport and family logistics.
• Maintaining calendars and ensuring deadlines are met.
• Managing Microsoft 365 users and basic systems administration.
• Coordinating marketing materials and events.

Skills

Executive support

Office management

Bookkeeping

Communication

Tools

Xero

Microsoft 365

Job description

Executive Assistant – Family & Business Operations

We’re looking for an exceptional all-rounder to support a busy family and a group of growing businesses. The role combines executive assistance, business administration, finance and operational support, some basic marketing coordination, and helping keep family life running smoothly.

It won’t suit everyone. But for the right person, it could be a brilliant role.

You’ll work closely with the Directors across three businesses, with our main business operating in accounting and finance. You’ll also become an important part of our family routine, helping with our three school-aged children before and after school.

The role is designed around four longer working days each week, approximately 7:30am–6:00pm, giving you one weekday completely off.

What the role involves

No two days will be exactly the same.

At its heart, this role is about helping us keep things organised, making sure the details are taken care of and being someone we can rely on to get things done.

Executive & Personal Support

You’ll work closely with the Directors and become a trusted right hand across both business and personal administration. This will include:

Managing emails, diaries, appointments and general administration

Keeping track of actions, deadlines and things that need following up

Preparing documents, spreadsheets and correspondence

Coordinating appointments, bookings and other personal administration

Helping manage school, sports and family logistics

Keeping calendars and commitments organised

Following things through to completion rather than simply passing them on

Being the person who notices what needs doing and gets it sorted

Business & Operations Support

You’ll provide hands‑on administrative and operational support across several businesses. The work is varied and will include:

Preparing weekly sales reports and maintaining sales data

Data entry and maintaining accurate business records

Accounts payable, accounts receivable and bank reconciliations

Managing inboxes and helping ensure emails and requests are actioned

Managing customer and business administration, including gift vouchers and similar programmes

Booking freight and coordinating deliveries

Organising and delivering product samples

Collecting, sorting and distributing mail

Preparing and sending documents, products and other items to customers and business partners

Managing Microsoft 365 users and general systems administration

Coordinating onboarding and offboarding

Following up outstanding actions and keeping things moving

General administrative and operational support across the businesses

Because our main business is an accounting business, numbers will be part of the job. You don’t need to be an accountant, but you do need to be comfortable with numbers, spreadsheets and financial information, with strong attention to detail. Experience with Xero would be a definite advantage.

Marketing & Brand Support

You don’t need to be a marketer, but there will be plenty of opportunities to help our businesses and brands with the practical side of marketing. This might include:

Coordinating samples, promotional stock and marketing materials

Helping organise events, activations and promotions

Assisting with simple social media and content administration

Coordinating with designers, suppliers and other marketing partners

Keeping marketing calendars, assets and collateral organised

Helping with basic communications and customer updates

Supporting other marketing projects as they arise

We’re looking for someone who is comfortable picking up these sorts of tasks and making them happen, rather than someone who needs to develop the marketing strategy.

Family Support

At the beginning and end of the day, the role shifts into helping our family run smoothly. This includes:

Helping three school-aged children get organised for the day

School drop-offs and pickups

Driving children to after‑school activities

Helping with homework and school organization

Preparing simple meals, snacks and lunchboxes

Keeping on top of school bags, sports gear and the inevitable life admin that comes with a busy family

General household support relating to the children

We aren’t looking for a housekeeper. We are looking for someone who is happy to pitch in and help make busy days work.

Who We’re Looking For

More than anything, we need someone who is incredibly dependable, organised and capable.

You’ll probably be someone who:

Is warm, friendly and genuinely enjoys being around children

Has strong executive assistant, office management, administration or bookkeeping experience

Is confident working with numbers and spreadsheets

Has excellent written and verbal communication skills

Is comfortable using technology and learning new systems

Can move easily between detailed finance administration, a business problem and a school pickup

Uses initiative rather than waiting to be told every next step

Is discreet and understands the importance of confidentiality

Is calm under pressure and good at juggling competing priorities

Is reliable and punctual

Likes creating order and making things run better

Is practical and happy to pitch in

Has a genuine “I’ll sort it” attitude

A working knowledge of Xero and Microsoft 365 would be a strong advantage.

Because driving is an important part of the family responsibilities, you’ll need a full driver’s licence and a safe, reliable vehicle.

The Person Matters More Than the Perfect CV

We know this is an unusual combination of responsibilities, so we’re open-minded about where the right person might come from.

You might be an experienced EA who loves children, an office manager wanting something more varied, someone from a bookkeeping or professional‑services background, a capable marketing or operations coordinator, or someone returning to the workforce who has exactly the combination of skills we need.

What matters most is that you are trustworthy, smart, practical, great with people and genuinely enjoy being the person others rely on.

This isn’t a role where every task will sit neatly inside a job description. One part of your day might involve reconciling a bank account or preparing a sales report, another might involve organising freight or coordinating samples, and later you could be doing a school pickup and getting someone to swimming.

If that sounds exhausting, this probably isn’t the role for you.

But if you read it and think “This is strangely perfect for me”, we would genuinely love to hear from you.