Executive Assistant (Perm Full Time)

Manawanui; New Zealand; On-site; NZD 70,000 - 90,000; Full time

Job summary

Jora New Zealand is seeking an experienced Executive Assistant to provide day-to-day support to the VMH Group Leadership & Corporate Services Teams. You will help keep diaries organised, deadlines on track, and collaborate with the Board Administrator to ensure continuity during busy periods.

Role requires 3–5 years in a similar position, strong organisational skills, proficiency in MS Office, and openness to using AI tools to boost efficiency.

Qualifications

• Three to five years as an Executive Assistant in a busy environment.
• Experience coordinating projects and keeping them on track.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience using AI tools (e.g., Copilot or ChatGPT) to work more efficiently.
• Demonstrates ownership and can work without being told what to do.
• Works as one team with the Board Administrator and shares workload.
• Handles confidential and commercially sensitive information professionally.
• Strong attention to detail, time management and prioritisation under pressure.
• Manages time effectively and adapts to a heavy workload.

Responsibilities

• Provide day to day administrative support to the Leadership Team.
• Manage calendars, inboxes, travel and accommodation for the Leadership Team.
• Support the coordination of meetings, events and key deadlines across the Leadership Team.
• Raise deadlines early and actively support the Leadership Team in reaching them.
• Prepare reports, presentations and documentation to a high standard.
• Act as a first point of contact and liaise with internal and external stakeholders on behalf of the executive office.
• Follow up action items and ensure nothing falls through the cracks.
• Anticipate needs and take ownership without being told what to do.
• Manage and support internal projects as assigned by the Leadership Team.
• Organise, schedule and coordinate Board and Committee meetings, assist with strategic projects and executive off-sites.

Skills

Executive Assistant

Project coordination

MS Office

AI tools (Copilot/ChatGPT)

Ownership & proactivity

Teamwork

Confidentiality

Time management

Stakeholder management

Tools

Microsoft Office

Job description

Jora New Zealand will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

To provide day to day executive and administrative support to the VMH Group Leadership & Corporate Services Teams. The role helps keep the Leadership team's diaries organised and their deadlines on track, freeing up senior capacity for higher value work. This role works as one team with the Board Administrator. The two roles support and cover each other so that the executive office keeps running through busy periods and absences.

Key responsibilities

• Provide day to day administrative support to the Leadership Team.
• Manage calendars, inboxes, travel and accommodation for the Leadership Team.
• Support the coordination of meetings, events and key deadlines across the Leadership Team.
• Raise deadlines early and actively support the Leadership Team in reaching them.
• Prepare reports, presentations and documentation to a high standard.
• Act as a first point of contact and liaise with internal and external stakeholders on behalf of the executive office.
• Follow up action items and make sure nothing falls through the cracks.
• Anticipate needs and take ownership rather than waiting to be told what to do.
• Manage and support internal projects as assigned by the Leadership Team.
• Organise, schedule and coordinate Board and Committee meetings, assist with strategic projects, planning sessions and executive off‑sites.

About you

• Three to five years as an Executive Assistant, ideally supporting senior leaders in a busy, complex environment.
• Experience coordinating projects and helping keep them on track.
• Proficient with Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• Experience using AI tools such as Microsoft Copilot or ChatGPT to work more efficiently, or a genuine willingness to learn them.
• You take ownership and act without being told, and you make sure things get finished.
• You work as one team with the Board Administrator, share the load, and step in wherever needed.
• You handle confidential and commercially sensitive information with complete professionalism.
• Strong attention to detail, time management and the judgement to prioritise under competing demands.
• You manage your own time well, plan your day, work to your own deadlines and stay on top of a heavy workload without needing to be chased.
• You work comfortably across multiple business areas and manage stakeholder relationships with ease.