Executive Coordinator

Halter; Auckland; On-site; NZD 65,000 - 85,000; Full time

Job summary

Halter is seeking an Executive Coordinator in Auckland, New Zealand, to streamline the operations of their executive team. This pivotal role involves managing multiple calendars across time zones, coordinating travel arrangements, and ensuring seamless meeting logistics. The ideal candidate thrives in fast-paced environments, possesses excellent organizational and communication skills, and is tech-savvy. You'll be an integral part of Halter's executive team, helping them operate effectively while maintaining a high bar for quality and precision.

Qualifications

• Experience in coordination, PA, or high-volume administration.
• Exceptionally organised with attention to detail.
• Tech-savvy and quick to pick up new tools.

Responsibilities

• Manage the Exec calendar logistics and maintain calendar hygiene.
• Coordinate all aspects of travel management for the Exec team.
• Ensure all meeting logistics are well organized.

Skills

Coordination

Time Management

Communication

Problem Solving

Tools

Calendar Management Tools

Travel Booking Software

Job description

About the role

Halter is growing fast, and our Exec team needs to operate at it's best. As our Executive Coordinator, you are the engine that makes that possible. You’re the person who makes 8 calendars align across multiple time zones without anyone having to think about it. The one who sees a scheduling conflict brewing on Tuesday and has already fixed it by Monday. The one who books travel, builds itineraries, coordinates rooms and logistics, and ensures that every time an Exec walks into a meeting, everything just works.

This is not a passive role. It is a high ownership, high pace position for someone who takes genuine pride in making everything run seamlessly, the kind of person whose best work means everyone else can focus on theirs. Someone who thinks in systems, thrives in complexity, and finds deep satisfaction in making the pieces fit perfectly.

You will sit within Halter's Exec Office function, working closely with our Exec Ops Partner, Business Partner to the CEO and EA’s as part of a cohesive, high-performing team. This structure is intentional. It means you are not isolated, you are part of something bigger, with a clear view of how your work creates leverage across the entire leadership team, and a genuine path to grow within the function over time.

What you'll do:

Calendar & Scheduling

You are the owner of Exec Calendar Logistics. You schedule internal meetings, coordinate across time zones, resolve conflicts before they become problems, and maintain calendar hygiene across the Exec team so that time is protected and nothing falls through the cracks.

Travel Coordination

End to end travel management for the Exec team. Flights, accommodation, ground transport, visas, and itinerary formatting, all handled with precision and a high bar for quality. Over time, you will build relationships with preferred vendors and travel partners, and continuously improve how we do this.

Meeting Logistics

Room bookings, dial in setup, attendee coordination, documentation prep, you make sure that every meeting has what it needs to run well. You are proactive, not reactive, and you bring a level of care to the details that makes a real difference to how the Exec team operates.

Admin & Coordination

You are the first point of contact for inbound admin requests to the Exec team from across the business. You handle the volume and complexity with good judgment and a consistent high standard.

• Arranging gifts
• Making restaurant and venue bookings
• Organising catering
• Carrying out other duties as required from time to time

You’ll do well here if you:

• You are the kind of person who thinks ahead and spots and fixes issues before they become a problem
• You look at next week's calendar today and identify what needs to move, what needs prep, and what has been missed.
• You communicate clearly and confidently with senior stakeholders without needing hand-holding - you do what you say you’ll do, and always close the loop
• You reset without hesitation when the plan changes at 4pm, because it sometimes will.
• You have strong personal standards for quality and you hold yourself to these regardless of whether anyone is watching.

Who we’re looking for:

• Experience in coordination, PA, or high-volume administration or operations, ideally in a fast-paced or high-growth environment
• Exceptionally organised, you hold dozens of moving pieces at once and still catch the detail everyone else missed
• Tech-savvy and quick to pick up new tools
• Strong communicator who engages confidently with senior leaders and external partners
• You thrive being close to the action, you're energised by proximity to decisions, pace, and people operating at a high level
• Self-motivated and internally driven, you don't need external pressure to perform, you set your own bar
• You care about the work and the people you support