Part-time Personal Assistant

Frog Recruitment - Auckland; Auckland; Hybrid; NZD 35,000 - 52,000; Part time

Benefits offered by this job

Laptop provided

Flexible hours

Job summary

Frog Recruitment - Auckland seeks a part-time Personal Assistant to support the Chief Executive in a people-first environment. You will manage the CEO’s diary, triage a high-volume inbox, and draft correspondence to ensure decisions land.

The role offers flexibility with shorter days or school-hours and a laptop is provided. You’ll work closely with a small team, supporting governance activities, Board packs, and fundraising coordination when capacity allows.

Qualifications

• Experience in a PA, executive support or coordination role.
• Strong organisational and time-management skills with the ability to prioritise competing demands.
• Confident written and verbal communication and discretion with sensitive information.

Responsibilities

• Proactively manage the CEO's diary across internal and external meetings.
• Triage a high-volume inbox and flag priorities for action.
• Draft correspondence in the CEO's preferred style and follow up actions.
• Coordinate Board and subcommittee meetings and prepare packs.
• Support monthly reporting dashboards and cross-functional admin tasks.

Skills

Diary management

Executive support

Coordination

Communication

Attention to detail

Tools

BoardPro

Trello

CRM systems

Xero

Job description

Part-time and flexible - school hours or 3–4 days considered

Right-hand support to a CEO with real ownership and autonomy

Shape the role, improve the systems, laptop provided

Te whiwhinga mahi | The Opportunity

A well-established, purpose-led Auckland organization is looking for a part-time Personal Assistant to support its Chief Executive. This is a people-first environment where the administration, coordination and paperwork sit behind work that genuinely matters. The organization is evolving - expanding programmes, developing its model of care and exploring new revenue streams - and needs someone to create capacity at the top.

He aha koe e whiwhi ai? | What's in it for you?

• A competitive salary, discussed with you confidentially
• Part-time hours with genuine flexibility - shorter days or a school-hours pattern, potentially across three to four days per week
• Friday is the least important day for coverage
• Laptop provided
• Close working proximity to the CEO and a small, collaborative team
• An environment where people feel valued, supported and appreciated
• Real scope to shape how the role works and improve the systems around it

This is the right-hand role to a Chief Executive whose focus is increasingly on strategy, stakeholder relationships and organizational development. You'll take ownership of the diary and a high-volume inbox, bring order to competing priorities, and make sure decisions and actions actually land. There's a strong governance element too - Board and subcommittee coordination, Board packs, minutes and action tracking - alongside reporting and process improvement. You'll also lend a hand to the wider team in marketing, fundraising and volunteer coordination when capacity allows.

Proactively manage the CEO's diary, including internal, Board and external stakeholder meetings

Triage a high-volume inbox - identify priorities, summarize key information and flag what needs attention

Draft correspondence and responses in the CEO's preferred style, and follow up outstanding actions with internal and external stakeholders

Coordinate Board and subcommittee meetings, prepare and collate Board packs, and support minutes using BoardPro and transcription/AI tools

Transfer actions into Trello, monitor progress against deadlines and chase them through to completion

Collate monthly team, clinical and management reporting, and maintain dashboards and spreadsheets that give visibility of priorities and progress

Support fundraising and grant administration - donor CRM updates, receipts and acknowledgements, thank-you correspondence, and grant and accountability trackers

Identify opportunities to streamline administration, reduce duplication and move manual processes to digital systems

Background in a PA, executive support, administration or coordination role, ideally supporting a senior leader

Strong organizational and time-management skills, with the ability to prioritize competing demands and work independently

Excellent attention to detail and accuracy across documentation, reporting and deadlines

Confident written and verbal communication, including summarizing information clearly and drafting professional correspondence

Strong Microsoft 365 skills, particularly Outlook, Teams, Word and Excel, and confidence using digital tools to improve systems

Sound judgement and discretion with sensitive and confidential information

Familiarity with BoardPro, Trello, CRM systems or Xero is advantageous, though not essential