Executive Support Coordinator

Terra Industrial New Zealand; New Zealand; On-site; NZD 60,000 - 90,000; Full time

Job summary

Truck Stops (NZ) Ltd is seeking an Executive Support Coordinator to act as the trusted right hand to the General Manager, Commercial Aftersales. The role blends executive support with commercial insight, analytics, and hands-on initiative to keep leaders ahead of priorities.

You will manage diaries, prepare reports, coordinate travel, and drive continuous improvement across the leadership team, partnering across departments to deliver on commitments with discretion and professionalism.

Qualifications

• Experience in executive support, personal assistant, administration, business coordination, or similar roles.
• Outstanding written communication skills with proven report writing capability.
• Strong analytical skills and the ability to turn data into clear business insights.
• Advanced Microsoft Office skills, particularly Excel, PowerPoint, Word, and Outlook.
• Exceptional organisational and time management abilities.
• A high level of discretion, professionalism, and attention to detail.
• The confidence to challenge thinking constructively and offer alternative perspectives.
• The ability to build strong relationships across all levels of the business.
• A proactive mindset that focuses on solutions rather than problems.

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.
• Analyse information from multiple sources and transform it into meaningful insights and actionable recommendations.
• 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.
• Help drive continuous improvement by challenging existing ways of working and identifying smarter solutions.
• Act as a dependable resource across the wider aftersales leadership team, stepping in to support business priorities wherever needed.

Skills

Executive support

Personal assistant

Report writing

Data analysis

Time management

Discretion

Relationship building

Proactive mindset

Strategic thinking

Tools

Excel

PowerPoint

Word

Outlook

Job description

Company : Truck Stops (NZ) Ltd Are 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 doing

As a trusted support to the General Manager and Aftersales Leadership Team, you’ll:

• 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
• Analyse information from multiple sources and transform it into meaningful insights and actionable recommendations
• 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
• Help drive continuous improvement by challenging existing ways of working and identifying smarter solutions
• Act as a dependable resource across the wider aftersales leadership team, stepping in to support business priorities wherever needed

Your Skillset

You’ll be a highly organised professional who enjoys thinking beyond today’s tasks and focusing on what’s coming next.

• Experience in executive support, personal assistant, administration, business coordination, or similar roles
• Outstanding written communication skills with proven report writing capability
• Strong analytical skills and the ability to turn data into clear business insights
• Advanced Microsoft Office skills, particularly Excel, PowerPoint, Word, and Outlook
• Exceptional organisational and time management abilities
• A high level of discretion, professionalism, and attention to detail
• The confidence to challenge thinking constructively and offer alternative perspectives
• The ability to build strong relationships across all levels of the business
• A proactive mindset that focuses on solutions rather than problems

What you need to thrive here

You'll succeed in this role if you:

• Anticipate needs before they arise
• Think strategically and can see the bigger picture
• Enjoy working in a fast-paced environment with changing priorities
• Are naturally curious and always looking for a better way
• Take ownership and don't wait to be asked
• Are equally comfortable supporting senior leaders and collaborating with wider teams
• Have a "how can I help?" attitude and enjoy contributing beyond your core responsibilities

Why 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.