Executive Assistant to MD — Governance & Operations

Hallmark & Stone; Wellington; On-site; NZD 65,000 - 85,000; Full time

Job summary

Hallmark & Stone – Wellington Central, North Island is seeking a Personal Assistant to support the Managing Director across business operations, governance, and day‑to‑day workflow. You will manage calendars, prepare briefs, minutes and board packs, and coordinate contracts and tasks.

The role suits someone with strong organisational skills, meticulous attention to detail, and the ability to work independently in a fast‑moving environment.

Qualifications

• Admin experience preferred.
• Minute-taking or governance documentation experience is an advantage.
• Property familiarity is beneficial but not required.

Responsibilities

• Manage the Managing Director’s calendar, meetings, emails, and weekly priorities.
• Prepare agendas, briefs, minutes, and follow‑up actions.
• Support body corporate and governance activities — board packs, minutes, document management, meeting coordination.
• Track tasks, deadlines, and contractor deliverables.
• Assist with project coordination, research, and operational support.
• Maintain tidy digital filing systems, templates, and admin processes.

Skills

Organisational skills

Attention to detail

Written communication

Microsoft 365

Multitasking

Stakeholder management

Education

Admin experience preferred

Governance/minute-taking experience advantageous

Tools

Microsoft 365

Job description

Hallmark & Stone – Wellington Central, North Island is seeking a Personal Assistant to support the Managing Director across business operations, governance, and day‑to‑day workflow. You will manage calendars, prepare briefs, minutes and board packs, and coordinate contracts and tasks.

The role suits someone with strong organisational skills, meticulous attention to detail, and the ability to work independently in a fast‑moving environment.