Executive Support Coordinator

Sime Darby Motors; New Zealand; On-site; NZD 60,000 - 90,000; Full time

Job summary

Truck Stops (NZ) Ltd is seeking an exceptional Executive Support Coordinator to become the trusted right hand to our General Manager, Commercial Aftersales. This role goes beyond traditional administration, combining executive support with commercial awareness, analytical thinking, and a proactive approach to making things happen.

You will proactively manage diaries and meetings, coordinate travel, prepare reports and briefing papers, and translate data into insights for leadership.

Qualifications

• Experience in executive support, personal assistant, administration or business coordination.
• Outstanding written communication with proven report writing ability.
• Strong analytical skills and ability to turn data into actionable insights.
• Advanced Microsoft Office skills (Excel, PowerPoint, Word, Outlook).

Responsibilities

• Proactively manage diaries, schedules, meetings, and leadership priorities.
• Coordinate domestic and international travel, including complex itineraries and logistics.
• Prepare high-quality reports, presentations, briefing papers, and leadership communications.
• Analyses information from multiple sources and transforms it into meaningful insights.
• Identify trends, risks, opportunities, and emerging priorities for leadership consideration.
• Coordinate leadership meetings, workshops, conferences, and events.
• Collaborate across departments to gather information, track actions, and ensure commitments are delivered.
• Support expense management, administration processes, and document control.
• Drive continuous improvement by challenging existing ways of working and identifying smarter solutions.
• Act as a dependable resource across the wider aftersales leadership team.

Skills

Executive support

Personal assistant

Administration

Business coordination

Report writing

Analytical thinking

Microsoft Office

Discretion

Relationship building

Proactive mindset

Tools

Excel

PowerPoint

Word

Outlook

Job description

Company :Truck Stops (NZ) LtdAre you the person who spots what needs to happen before anyone asks?We're looking for an exceptional Executive Support Coordinator to become the trusted right hand to our General Manager, Commercial Aftersales. This is far more than a traditional administration role. It's a unique opportunity for someone who combines executive support expertise with commercial awareness, analytical thinking, and a proactive approach to making things happen.You'll work closely with our General Manager, helping drive operational excellence by anticipating needs, coordinating priorities, preparing insightful reports, and ensuring our leaders are always one step ahead.If you're someone who loves bringing order to complexity, enjoys challenging the status quo, and isn't afraid to roll up your sleeves and help wherever needed, we'd love to hear from you.What you'll be doingAs a trusted support to the General Manager and Aftersales Leadership Team, you'll:Proactively manage diaries, schedules, meetings, and leadership prioritiesCoordinate domestic and international travel, including complex itineraries and logisticsPrepare high-quality reports, presentations, briefing papers, and leadership communicationsAnalyse information from multiple sources and transform it into meaningful insights and actionable recommendationsIdentify trends, risks, opportunities, and emerging priorities for leadership considerationCoordinate leadership meetings, workshops, conferences, and eventsCollaborate across departments to gather information, track actions, and ensure commitments are deliveredSupport expense management, administration processes, and document controlHelp drive continuous improvement by challenging existing ways of working and identifying smarter solutionsAct as a dependable resource across the wider aftersales leadership team, stepping in to support business priorities wherever neededYour SkillsetYou'll be a highly organised professional who enjoys thinking beyond today's tasks and focusing on what's coming next.You'll bring:Experience in executive support, personal assistant, administration, business coordination, or similar rolesOutstanding written communication skills with proven report writing capabilityStrong analytical skills and the ability to turn data into clear business insightsAdvanced Microsoft Office skills, particularly Excel, PowerPoint, Word, and OutlookExceptional organisational and time management abilitiesA high level of discretion, professionalism, and attention to detailThe confidence to challenge thinking constructively and offer alternative perspectivesThe ability to build strong relationships across all levels of the businessA proactive mindset that focuses on solutions rather than problemsWhat you need to thrive hereYou'll succeed in this role if you:Anticipate needs before they ariseThink strategically and can see the bigger pictureEnjoy working in a fast-paced environment with changing prioritiesAre naturally curious and always looking for a better wayTake ownership and don't wait to be askedAre equally comfortable supporting senior leaders and collaborating with wider teamsHave a \"how can I help?\" attitude and enjoy contributing beyond your core responsibilitiesWhy join us?This is an opportunity to play a key role in supporting a high-performing leadership team while contributing to the success of a growing commercial business.You'll have visibility across the organisation, the opportunity to influence outcomes, and the chance to work alongside leaders who value initiative, collaboration, and continuous improvement.If you're ready to bring your organisational expertise, commercial mindset, and proactive approach to a role where you can genuinely make an impact, we'd love to hear from you.Apply now and help us stay one step ahead.