Executive Assistant - Ultimate Hikes Queenstown

Ultimate Hikes; Queenstown; On-site; NZD 26,000 - 36,000; Part time

Job summary

Ultimate Hikes is seeking an organised Executive Assistant to support the General Manager in Queenstown. You will manage diaries, prepare documents, handle communications, and coordinate travel and expenses to keep activities flowing smoothly.

The role requires proactive, confidential handling of information, strong communication and the ability to juggle priorities in a busy tourism business. Based in the Queenstown office, 20 hours per week, permanent part-time role.

Qualifications

• Previous EA/PA or senior admin experience.
• Excellent written and verbal communication.
• Strong organisation and time management.
• High attention to detail and professional document prep.
• Proficiency with Microsoft Office and digital document management.
• Proactive approach and ability to handle confidential information.
• Flexible, positive attitude; works independently or in a team.

Responsibilities

• Provide day-to-day administrative and executive support to the General Manager, including diary management and prioritising deadlines.
• Prepare correspondence, reports, presentations, meeting minutes, manuals and other business documents.
• Manage email and telephone enquiries on behalf of the General Manager.
• Coordinate travel, accommodation and expense claims.
• Provide administration support for group capital projects and construction, including cost reporting and invoice processing.
• Coordinate Queenstown office administration, including supplies, equipment, purchasing and staff events.
• Maintain internal communication and document management systems.
• Provide administration and record-keeping support for helicopter operations, staff accommodation and fleet vehicles.
• Provide general administrative support to the wider Ultimate Hikes management team.
• Support a positive Health and Safety culture by following procedures and reporting hazards.

Skills

Organisational skills

Time management

Communication

Confidentiality

Proactive mindset

Tools

Microsoft Office

Job description

Executive Assistant - Ultimate Hikes Queenstown

Ultimate Hikes is the exclusive operator of multi-day guided walks on New Zealand’s iconic Milford and Routeburn Tracks. These walks showcase the spectacular landscapes of Fiordland and Mt Aspiring National Parks, combining incredible outdoor experiences with the comfort of private lodges and unique hospitality.

We are looking for an organised, proactive and personable Executive Assistant to support the General Manager of Ultimate Hikes, while providing a range of administration support across the business.

Based in our Queenstown office, this role will suit someone who enjoys keeping things organised, managing competing priorities and working closely with a range of people. You will play an important part in keeping communication flowing, supporting business objectives and ensuring deadlines and day-to-day priorities are met.

Key Responsibilities

• Provide day-to-day administrative and executive support to the General Manager, including diary management, forward planning and prioritising deadlines.
• Prepare correspondence, reports, presentations, meeting minutes, manuals and other business documents.
• Manage email and telephone enquiries on behalf of the General Manager, ensuring communication is timely and directed appropriately.
• Coordinate travel, accommodation and expense claims.
• Provide administration support for group capital projects and construction, including documentation, cost reporting and invoice processing.
• Coordinate Queenstown office administration, including supplies, equipment, purchasing and staff events.
• Maintain internal communication and document management systems.
• Provide administration and record-keeping support for helicopter operations, staff accommodation and fleet vehicles.
• Provide general administrative support to the wider Ultimate Hikes management team.
• Support a positive Health and Safety culture by following procedures and identifying and reporting workplace hazards.

About You

We are looking for someone who is highly organised, adaptable and confident managing a varied workload. You will enjoy taking initiative, anticipating what needs to be done and finding practical solutions to keep things running smoothly.

You will also bring:

• Previous experience in an executive assistant, personal assistant or senior administration role.
• Excellent written and verbal communication skills, with confidence handling correspondence on behalf of senior management.
• Strong organisation and time management skills, with the ability to manage competing priorities and meet deadlines.
• High attention to detail and confidence preparing professional documents and reports.
• Proficiency with Microsoft Office and digital document management systems.
• A proactive approach, sound judgement and the ability to handle confidential information professionally.
• A flexible, positive attitude and the ability to work independently as well as part of a team.

Further Information

• The opportunity to work with one of New Zealand's leading guided walking operators.
• A varied role supporting the General Manager and wider business.
• A close connection to the unique tourism and outdoor experiences of Fiordland and Mt Aspiring National Parks.
• A permanent, part-time position at 20 hours per week.
• A Queenstown-based office environment.

If you are an experienced administrator who enjoys being one step ahead, supporting a busy leadership team and keeping a business running smoothly, we would love to hear from you.