Executive & Operations Coordinator

The Aotearoa Circle; Auckland; Hybrid; NZD 70,000 - 110,000; Full time

Job summary

The Aotearoa Circle – Auckland (flexible working) is seeking an experienced Executive & Operations Coordinator to support the Chief Executive and keep day-to-day operations running smoothly. Based in Wynyard Quarter, Auckland, with hybrid working opportunities, you will manage calendars, travel, board materials and events.

You’ll bring 5+ years in senior office support, strong MS Office and Xero familiarity, and a calm, proactive approach to problem solving.

Qualifications

• 5+ years’ experience as an Executive Assistant or senior office role.
• Excellent diary-management and stakeholder relationship skills.
• Strong written communication for professional correspondence and papers.
• Proficiency in Microsoft Office; Xero experience preferred.
• Discretion with confidential information and sensitive data.

Responsibilities

• Provide high-quality executive and administrative support to our Chief Executive.
• Coordinate executive diaries, meetings and travel.
• Schedule Board meetings and prepare agendas, briefing papers and materials.
• Manage central inbox and route enquiries to the right people.
• Support events and webinars, liaising with IT, travel, venues and suppliers.
• Maintain CRM and ensure information is accurate and up to date.
• Use Xero to issue and record receipts and payments.
• Anticipate needs and support across the organisation as required.

Skills

Executive support

Diary management

Stakeholder management

Event coordination

Written communication

Problem solving

Tools

Microsoft Office

Xero

Job description

The Aotearoa Circle – Auckland, North Island

Executive & Operations Coordinator | The Aotearoa Circle

Based in Wynyard Quarter, Auckland (flexible working)

We have an amazing opportunity for an experienced, highly organised coordinator to join The Aotearoa Circle and contribute to the momentum our Board, Partners and Rangatahi Advisory Panel are driving to restore and protect Aotearoa New Zealand’s natural capital for economic growth and enduring prosperity.

We’re a small, busy and highly connected team, so this is a role for someone who loves making things happen. You’ll be the organised and calming force that helps keep our team, office, events and day-to-day operations running smoothly.

What you’ll be doing

• Provide high-quality executive and administrative support to our Chief Executive
• Coordinate executive diaries, meetings and travel
• Schedule Board meetings and support the preparation of agendas, briefing papers and meeting materials
• Manage our busy central inbox and ensure enquiries get to the right people
• Support the delivery of events, meetings and webinars, including liaising with suppliers across IT, travel, venues and event requirements
• Maintain our CRM and keep key information accurate and up to date
• Use Xero to issue and record receipts and payments
• Anticipate what’s needed, help solve problems and pitch in across the organisation when and where you’re needed.

What we’re looking for

You’ll be organised and unflappable, with excellent judgement, and attention to detail. You also have the initiative to work out what needs doing today and in two weeks and get on with it.

Ideally, you’ll bring:

• 5+ years’ experience as an Executive Assistant or in a senior office support or coordination role, with event coordination experience an advantage
• Excellent organisational, diary-management and stakeholder relationship skills
• Strong written communication skills and the ability to prepare professional correspondence and meeting materials
• Strong capability especially across the Microsoft Office suite and ideally Xero
• Sound judgement and discretion when dealing with confidential and sensitive information
• Experience working in a commercial environment or key economic or service sector would be an advantage
• While not essential, an understanding of the issues shaping Aotearoa New Zealand’s economy and natural environment would be a real plus.

Equally importantly, we’re looking for someone who is agile, adaptable, practical and fun to work with. Someone who can see what needs doing before being asked and is just as comfortable preparing papers for a Board meeting as they are jumping in to solve an unexpected problem five minutes before an event.

While this role is for an initial one-year period, there is an opportunity for extension.

Why join The Aotearoa Circle?

The Aotearoa Circle is a unique public-private partnership bringing together leaders from across business and government to accelerate the transition to a resilient and prosperous economy that recognises the value of nature.

This is an opportunity to be at the heart of a small organisation doing important work, supporting our Chief Executive and team, and engaging with some of Aotearoa New Zealand’s leading organisations and decision-makers.

If you take pride in keeping things running brilliantly, enjoy being the person others can rely on, and like the idea of contributing to work that matters, we’d love to hear from you.