Executive Assistant to the Managing Director

Stonewood Group; Auckland; On-site; NZD 90,000 - 140,000; Full time

Job summary

Stonewood Group seeks an experienced Executive Assistant to be the control centre for our Managing Director's time, decisions and follow-through. This isn’t diary management; you’ll convert a fast-moving flow of meetings, correspondence and commitments into a disciplined execution system, tracking promises, chasing progress and ensuring nothing slips.

You’ll work across property and hotel operations, finance, legal, HR, investment and personal matters, needing discretion, strong English, and

Qualifications

• Proven experience as a private secretary, executive assistant or chief-of-staff-style coordinator.
• Strong judgement, organisation and follow-through — you close the loop without being chased yourself.
• Excellent written and spoken English, with the ability to draft professional correspondence independently.
• Comfortable working across business and personal priorities, and handling sensitive information appropriately.
• Calm under pressure, with the confidence to challenge priorities respectfully when needed.

Responsibilities

• Own and continuously optimise the Managing Director's calendar, protecting focused decision-making time and flagging clashes or preparation gaps.
• Prepare daily and weekly schedules with meeting purpose, required decisions and briefing material.
• Maintain the executive task tracker and produce a daily Top Five priority list.
• Chase staff, advisers, lawyers, financiers and counterparties until matters are genuinely closed.
• Triage the inbox, draft correspondence in the Managing Director's voice, and manage approval boundaries for anything sent externally.
• Prepare agendas and pre-reading, attend selected meetings, and turn outcomes into owned actions with deadlines.
• Coordinate across property, hotel, finance, legal, HR and investment matters, plus travel and personal commitments.
• Keep records, approvals and follow-up logs current across Outlook, Notion, Teams and SharePoint.
• Handle confidential business, legal, financial and family information with absolute discretion.

Skills

Private secretary

Executive assistant

Chief of staff

Calendar management

Stakeholder coordination

English fluency

Proactive mindset

AI tools usage

Tools

Outlook

Teams

Notion

SharePoint

WhatsApp

Job description

About us

Stonewood Group is a New Zealand-based investment and operating group active across property, hospitality and finance. We're a fast-moving, commercially driven team, and our Managing Director's schedule reflects that: a constant flow of decisions, meetings and moving parts across the business and beyond it.

About the role

We're looking for an experienced Executive Assistant to be the control centre for our Managing Director's time, decisions and follow-through. This isn't a diary-management role. You'll turn a complex, fast-moving flow of meetings, correspondence and commitments into a disciplined execution system — tracking what's been promised, chasing it down, and making sure nothing important slips.

You'll work across property and hotel operations, finance, legal, HR, investment and personal matters, so this role suits someone who is equally comfortable in a boardroom brief and a travel itinerary, and who can move between the two without dropping either.

What you'll do

• Own and continuously optimise the Managing Director's calendar, protecting focused decision-making time and flagging clashes or preparation gaps
• Prepare daily and weekly schedules with meeting purpose, required decisions and briefing material
• Maintain the executive task tracker and produce a daily Top Five priority list
• Chase staff, advisers, lawyers, financiers and counterparties until matters are genuinely closed — not just marked as sent
• Triage the inbox, draft correspondence in the Managing Director's voice, and manage approval boundaries for anything sent externally
• Prepare agendas and pre-reading, attend selected meetings, and turn outcomes into owned actions with deadlines
• Coordinate across property, hotel, finance, legal, HR and investment matters, plus travel and personal commitments
• Keep records, approvals and follow-up logs current across Outlook, Notion, Teams and SharePoint
• Handle confidential business, legal, financial and family information with absolute discretion

What we're looking for

• Proven experience as a private secretary, executive assistant or chief-of-staff-style coordinator
• Strong judgement, organisation and follow-through — you close the loop without being chased yourself
• Excellent written and spoken English, with the ability to draft professional correspondence independently
• Comfortable working across business and personal priorities, and handling sensitive information appropriately
• Calm under pressure, with the confidence to challenge priorities respectfully when needed
• Highly proficient with Outlook, Teams, Notion, SharePoint and WhatsApp
• Naturally proactive — you spot the next action before you're asked
• Practical experience using AI and automation tools to work more efficiently

Why join us

This is a high-trust, high-visibility role working directly alongside the Managing Director, with genuine exposure to how a diversified investment and operating group runs day to day.