Personal Assistant

Beca Limited; Auckland; On-site; NZD 85,000 - 110,000; Full time

Benefits offered by this job

Flexible working arrangements

Wellbeing, parental, and volunteer leа

Opportunities to learn with industry•

Job summary

Beca Limited is seeking an experienced Personal Assistant to support three senior leaders across Breakthrough Innovation and Technology. You will manage calendars, coordinate travel, prepare papers and ensure meetings run smoothly.

This role offers variety, room to shape processes, collaboration across internal teams and external partners, and the chance to contribute to high‑level decision making with clear, proactive administration.

Qualifications

• You are an experienced Personal Assistant or senior administrative professional.
• Trusted partner to senior leaders with strong juggling of priorities.
• Clear written communication and professional presentation skills.
• Able to work independently and across a wider network.

Responsibilities

• Manage diaries, travel and expenses for senior leaders.
• Organise meetings, workshops, leadership sessions and investment committee meetings.
• Prepare executive and board communications, presentations, reports and decision papers.
• Manage project documentation and actions; coordinate internal teams and external partners.
• Support a corporate venturing programme and coordinate technology initiatives.

Skills

Diary management

Scheduling

Stakeholder coordination

Written communication

Microsoft 365

Tools

Microsoft 365

Job description

Te whiwhinga mahi| The opportunity

This is an opportunity to become the person three senior leaders rely on to create clarity, momentum and connection across Breakthrough Innovation and Technology.

You will be close to new growth opportunities, innovation investments and work to shape Beca’s future, with the trust and visibility to make a meaningful contribution.

You will support three senior leaders: the Head of Breakthrough Innovation, who identifies and pursues new growth opportunities beyond Beca’s current business; the Head of Technology, who leads Beca’s technology strategy, governance, and digital capability; and one of our Digital Business Directors.

The role offers variety beyond traditional executive support.

Alongside managing busy schedules and keeping daily priorities on track, you will help bring workshops, governance meetings, projects and events to life.

You will see the bigger picture while ensuring the detail is handled.

You will have room to shape how you work, strengthen coordination and introduce clear, repeatable processes.

Whether you are preparing papers for senior leaders, organising an external partner session, maintaining project information or exploring new digital tools, your judgement and initiative will be welcomed.

Working across breakthrough innovation and technology transformation will give you a unique view of how strategy becomes action.

You will build relationships across Beca and external partners, while helping leaders stay focused on their most important decisions and priorities.

Your core responsibilities will include managing diaries, travel and expenses; organising meetings, workshops, leadership sessions and investment committee meetings; preparing executive and board communications, presentations, reports and decision papers; managing project documentation and actions; and coordinating internal teams and external partners.

You will support a corporate venturing programme that connects Beca with startups to develop new partnerships and investment opportunities.

You will also help coordinate technology strategy and capability initiatives, including investment priorities in AI and digital capabilities.

Mōu ake | About you

You're an experienced Personal Assistant, Executive Assistant, or senior administrative professional who takes pride in being a trusted partner to senior leaders.

You thrive on helping others succeed, juggling competing priorities, and ensuring the details are taken care of so leaders can focus on what matters most.

People find you approachable and dependable.

You communicate clearly, build trust across different levels and know when a phone call will move something forward faster than another email.

You work well independently, while also enjoying connecting people and collaborating across a wider network.

Exceptional attention to detail is essential.

You take pride in producing accurate, well-organised work, particularly when managing documents, data and actions for senior leaders.

You also have strong written communication skills and can prepare professional presentations, briefing papers and meeting packs.

You are comfortable supporting more than one senior leader at the same time, managing complex diaries and schedules, and adjusting calmly when priorities change.

Just as valuable will be your ability to anticipate where support is needed, use judgement, find sensible solutions and keep moving when not everything is fully defined.

Comfortable when at times there's no playbook, you can create structure, improve processes and confidently assess what needs attention.

You will be confident using Microsoft 365 and working in a digital environment.

You are also curious and willing to try new AI tools, learn quickly and apply them in practical ways that improve communication, coordination, and delivery.

Ko tā mātou hei hoatu | What we offer

The opportunity to support work that has real-world impact.

An organisational culture that our people live and breathe in pursuit of making everyday better (our purpose).

A supportive, diverse and inclusive environment where you can bring your whole self to work.

• Flexible working arrangements.
• Wellbeing, enhanced parental, and volunteer leave.
• Opportunities to learn alongside our industry specialists and technical gurus across the Asia-Pacific.

Mō mātou | About us

Beca is one of Asia Pacific’s largest independent advisory, design, and engineering consultancies.

After a century of operation, we have grown from a family-owned business to a progressive, client-centric professional services consultancy.

We have more than 4,000 employees in 25 offices around the world and have delivered projects in more than 70 countries.

We pride ourselves on supporting a diverse and inclusive culture – open to inputs from creative people of all genders, ethnicity, identity, thought and experiences.

Our vision, ‘Creative people together transforming our world’, reflects our culture and purpose to make everyday better.

We create value through understanding and delivering successful solutions, exceptional service and enduring relationships by using our skills and systems to empower innovation; helping our clients shape communities, optimise their assets and streamline their operations.

Find out more about us atwww.beca.com.