Leadership Support Coordinator

Jobtailor; Auckland; On-site; NZD 60,000 - 90,000; Full time

Job summary

Jobtailor in Auckland seeks an experienced Personal/Executive Assistant to manage the CEO's diary and communications, coordinate board papers, and support governance activities. You will prepare documentation, schedule meetings, and ensure confidentiality with a professional, proactive approach.

The role requires superior organisational skills, strong written/verbal communication, and advanced MS Office capabilities to support senior stakeholders across the firm.

Qualifications

• Previous experience in a Personal Assistant, Legal Secretary, Executive Assistant, or senior administrative support role.
• Exceptional organisational skills and ability to manage multiple competing priorities.
• High degree of professionalism, integrity and discretion when handling confidential and commercially sensitive information.
• Excellent written and verbal communication skills.
• Advanced Microsoft Office skills, particularly Outlook, Word, and Microsoft Planner.
• Proactive approach and strong initiative

Responsibilities

• Manage the CEO's diary, inbox and key priorities, coordinating deadlines, commitments and competing demands
• Coordinate preparation and collation of Board and Management Team papers, agendas and supporting documentation
• Schedule and support Board, Management Team, committee and leadership meetings
• Take minutes and track follow-up actions where required
• Oversee the Word Processing function and delivery of document support services across the Firm
• Prepare, coordinate and distribute Board papers, reports, presentations, correspondence and other business documentation
• Maintain document management, filing and record-keeping processes for the CEO and leadership team
• Coordinate domestic and international travel arrangements for the CEO and Management Team
• Support partner events, partnership meetings, critical dates management and administrative workflows
• Act as a key point of contact for senior stakeholders with professionalism, discretion and confidentiality
• Report to the Chief Executive
• Work closely with the Chief Executive, Board, Partnership and Management Team on leadership and governance activity

Skills

Diary Management

Document Preparation

Minute Taking

Travel Coordination

Record-Keeping

Tools

Microsoft Outlook

Microsoft Word

Microsoft Planner

Job description

• Manage the CEO's diary, inbox and key priorities, coordinating deadlines, commitments and competing demands
• Coordinate preparation and collation of Board and Management Team papers, agendas and supporting documentation
• Schedule and support Board, Management Team, committee and leadership meetings
• Take minutes and track follow-up actions where required
• Oversee the Word Processing function and delivery of document support services across the Firm
• Prepare, coordinate and distribute Board papers, reports, presentations, correspondence and other business documentation
• Maintain document management, filing and record-keeping processes for the CEO and leadership team
• Coordinate domestic and international travel arrangements for the CEO and Management Team
• Support partner events, partnership meetings, critical dates management and administrative workflows
• Act as a key point of contact for senior stakeholders with professionalism, discretion and confidentiality
• Report to the Chief Executive
• Work closely with the Chief Executive, Board, Partnership and Management Team on leadership and governance activity

Requirements

• Previous experience in a Personal Assistant, Legal Secretary, Executive Assistant, or senior administrative support role
• Exceptional organisational skills and ability to manage multiple competing priorities
• High degree of professionalism, integrity and discretion when handling confidential and commercially sensitive information
• Excellent written and verbal communication skills
• Advanced Microsoft Office skills, particularly Outlook, Word, and Microsoft Planner
• Proactive approach and strong initiative
• Ability to anticipate needs before they ariseStrong relationship-building skills
• Collaborative approach to working with stakeholders at all levels
• CV and cover letter required for application

Core Competencies

Demonstrates exceptional organizational skills and professionalism in managing the CEO's diary, communications, and key priorities while maintaining confidentiality and integrity. Proficient in coordinating meetings, preparing documentation, and supporting senior stakeholders with a proactive and collaborative approach.

Highest-signal resume keywords

• Exceptional Organisational Skills
• Advanced Microsoft Office Skills
• Confidential Information Management
• Strong Relationship-Building Skills
• Proactive Approach

Hard Skills

• Diary Management
• Document Preparation
• Minute Taking
• Travel Coordination
• Record-Keeping

Soft Skills

• Professionalism
• Discretion
• Collaboration
• Initiative
• Communication Skills

Industry Keywords

• Executive Assistant
• Personal Assistant
• Legal Secretary
• Senior Administrative Support
• Board Management

Tools & Technologies

• Microsoft Outlook
• Microsoft Word
• Microsoft Planner