Executive Assistant & Office Operations Manager

EV Maritime; Auckland; In loco; NZD 60.000 - 80.000; Tempo pieno

Descrizione del lavoro

EV Maritime seeks an organized EA/Office Manager to own bookkeeping, executive support, and HR admin. You will manage invoicing and payments in Xero, track project hours and budgets, and maintain calendar control for the CEO.

The role requires discretion and the ability to balance multiple tasks in a small team. You will coordinate office operations, assist with payroll support, and help ensure smooth day-to-day running.

Competenze

• Experience as an EA or office manager in a small-to-medium business.
• Proven experience supporting a CEO with calendar and inbox management.
• Experience with Xero, Excel and project tracking tools.
• HR administration and payroll support familiarity is a strong advantage.
• Bookkeeping or accounting qualification is a bonus but not required.

Mansioni

• Manage invoicing, purchase orders, and payments for PM/CEO sign-off (Xero).
• Payroll processing and expense coding.
• General day-to-day banking, reconciliations, and financial tracking.
• Triage CEO inbox and manage calendar; draft responses and block focus time.

Conoscenze

Executive support

Office management

Xero bookkeeping

Excel

HR administration

Formazione

Bookkeeping qualification

Strumenti

Xero

Excel

Project tracking tools

Descrizione del lavoro

Here at EV Maritime, we are professional engineers, designers and project managers. Our primary focus is on the commercial inshore maritime sector – commuter ferries, and we are on a mission to decarbonise them. Our first two vessels launched into Auckland in the last year, and we have large projects underway in Perth, Australia and San Francisco, USA among others.

This role exists to give back time to the CEO and leadership team by owning the operational, financial admin, and executive support backbone of the business. You'll be the central point for company bookkeeping in Xero, project financial tracking, calendar and inbox management, HR administration, and general office operations. This is a role for someone who takes genuine ownership - not someone who waits to be told what to do next.

KEY RESPONSIBILITIES

Company Accounts (Xero)

• Manage invoicing, purchase order drafting and payments for PM/CEO sign-off
• Payroll
• Expense coding and tracking
• General day-to-day banking, Xero bookkeeping and reconciliation

Executive Support

• Triage and manage the CEO's inbox - flagging what's urgent, drafting responses, and filtering out noise
• Full calendar control: booking and defending meeting time, blocking focus time, coordinating personal appointments
• Set up project invoices for payment
• Track hours against budget/projections and report variances to PM
• Pull hours, financials, or invoice history for specific jobs on request

HR & People Admin

• Process and track leave requests and expense claims
• Chase and reconcile unfilled timesheets (currently via Connecteam), including monthly hours breakdowns and analysis

Meetings & Follow-Through

• Run/attend weekly company meetings, produce notes with clear action items
• Track and confirm follow-through on actions from those meetings

Office & Logistics

• Manage freight and delivery logistics for project specific items
• Own office supplies ordering (stationery, kitchen/cleaning supplies, etc.)
• Organise food/drink for office functions and events

WHAT SUCCESS LOOKS LIKE IN THE FIRST 90 DAYS

Xero processes running independently with clear weekly rhythm (invoicing, PO drafting, expense coding)

Inbox and calendar fully owned with minimal CEO input required for routine items

Timesheet chasing and monthly hours reporting running on a set schedule without prompting

Weekly meeting notes and action tracking in place and trusted

ABOUT YOU

A bookkeeping or accounting qualification is a bonus but not required.

Proven EA, office management, or executive support experience - ideally in a small-to-medium business (10-20 people) where you've had to wear multiple hats.

Confident managing a CEO's calendar and inbox with genuine judgement about what needs attention versus what doesn't.

Comfortable with HR admin basics (leave, expenses, payroll support)

Organised and self-directed - this role has tasks arriving from multiple people - CEO and other team members, so prioritisation and communication skills matter.

Experience with Xero, Excel and general office/project tracking tools is a strong advantage; willingness to learn quickly is essential if not.

Discretion and trustworthiness - this role has access to financial systems, passwords, and sensitive company information.

WHY THIS ROLE

Central CBD office working with a great team on projects that make a difference to the world

Genuine variety - no two days the same, spanning finance, people, operations, and executive support

Direct line to the CEO and real visibility across the business

Flexibility around hours/school holidays for the right person

Opportunity to shape and own the systems as the company grows