Personal Assistant

Warren and Mahoney Architects; Auckland; On-site; NZD 65,000 - 90,000; Full time

Benefits offered by this job

Mentoring

Career Conversations

Flexible and remote working

Parental leave

Medical insurance

Employee assistance programme

Long-service award

Job summary

Warren and Mahoney Architects in Auckland is seeking a highly capable Personal Assistant to partner with three executive team members. Based in our Auckland studio, you will coordinate diary management, travel, meetings and governance support while facilitating strong relationships with internal and external stakeholders.

The role requires 8+ years' relevant experience, at least three as an Executive/Personal Assistant, and advanced Microsoft 365 proficiency.

Qualifications

• 8+ years of relevant experience with at least 3 years as an Executive/Personal Assistant.
• Experience supporting senior leaders in a fast-paced professional services environment.
• Advanced proficiency in Microsoft 365.
• Familiarity with Salesforce, Diligent or InDesign or willingness to learn new systems quickly.
• Strong organisational and communication skills with attention to detail.
• Discretion and integrity when handling confidential information.

Responsibilities

• Provide proactive day-to-day support to the Managing Director, Chair and Principals, including diary management, meeting coordination, travel bookings, expense processing and timesheet administration.
• Help senior leaders stay well prepared for meetings, presentations, events and key business activities.
• Coordinate priorities, commitments and follow-up actions to meet deadlines.
• Prepare and coordinate correspondence, presentations, reports and other documents.
• Support Board and governance activities, including meeting logistics and documentation.
• Serve as a professional point of contact for internal and external stakeholders.
• Foster positive relationships across the practice to enable collaboration and delivery of priorities.
• Assist with client relationship management and business development administration.
• Maintain confidentiality and handle sensitive information with discretion.
• Provide additional administrative, invoicing, and project support as required.

Skills

Executive support

Diary management

Stakeholder coordination

Travel bookings

Meeting coordination

Client relationship support

Multitasking

Discretion & integrity

Tools

Microsoft 365

Salesforce

Diligent

InDesign

Job description

About the role:

We are seeking a highly capable and proactive Personal Assistant to provide high-level administrative support to three executive team members.

Based in our Auckland studio, this pivotal role acts as a trusted partner to senior leadership, ensuring the smooth coordination of business priorities, stakeholder relationships and day-to‑day operations.

This is an exciting opportunity for an experienced Personal Assistant who thrives in a fast‑paced environment and enjoys working closely with senior leaders to drive successful outcomes.

You will be responsible for:

• Providing proactive day‑to‑day support to the Managing Director, Chair and other assigned Principals, including diary management, meeting coordination, travel bookings, expense processing and timesheet administration.
• Supporting senior leaders to stay well prepared for meetings, presentations, events and key business activities.
• Assisting with the coordination of priorities, commitments and follow‑up actions to help ensure key deadlines are met.
• Preparing and coordinating correspondence, presentations, reports and other business documents as required.
• Providing administrative support for Board and governance activities, including meeting preparation, logistics and documentation.
• Acting as a professional point of contact for internal and external stakeholders, helping facilitate effective communication and coordination.
• Building positive working relationships across the practice to support collaboration and the smooth delivery of priorities.
• Supporting client relationship management activities and assisting with administrative requirements related to business development opportunities.
• Maintaining confidentiality and handling sensitive information with discretion and professionalism.
• Providing additional administrative, invoicing, and project support as required.

What experience/skills you will have:

• 8+ year’s relevant experience with at least three years’ experience as an Executive/Personal Assistant, ideally within a professional services environment.
• Experience supporting senior leaders and working proactively in a fast‑paced environment.
• Advanced proficiency in Microsoft 365.
• Exposure to systems such as Salesforce, Diligent or InDesign would be beneficial, or a willingness and confidence to learn new systems quickly.
• Strong organisational skills with the ability to manage multiple tasks and changing priorities.
• Excellent written and verbal communication skills, with the ability to prepare professional correspondence and business documents.
• Strong relationship‑building skills and confidence working with a range of internal and external stakeholders.
• A high level of discretion, professionalism and integrity when handling confidential information.
• Strong attention to detail and a commitment to delivering high‑quality work.
• A positive, adaptable and solutions‑focused approach, with the ability to remain calm when priorities shift.

From the Edge, We Design for the World

At Warren and Mahoney, we believe great design is created together. With over 67 years of experience across Australasia, we combine collective intelligence, craft and curiosity to create places that are evocative, enduring and responsive to the world around us.

With a team of around 300 people working together across our seven Australasian locations, we are proud of our rich, diverse and inclusive studio cultures and embedded cultural processes where we seek to unlock the true identity for every project and potential of indigenous design in Aotearoa, the Pacific and beyond.

We bring diverse perspectives, a commitment to collaboration and a love of design to every project, extending the creative range of our work while anticipating the future.

We're looking for talented people who are curious, ambitious, adaptable and excited to help shape what comes next. At Warren and Mahoney, we believe everything is possible.

To learn more about our people and projects, visit www.wam.studio.

Benefits:

We support the development of all our team through mentoring, Career Conversations twice a year, on‑the‑job training and formal training in both technical and soft skills.

Our active social culture includes sports teams, Friday drinks and plenty of other opportunities to get to know your colleagues. We offer plenty of scope for flexible and remote working, so our people can pursue their passions, raise families, and still advance their careers. We support our new parents by paying primary caregivers’ three months’ full salary and Kiwisaver/Superannuation contributions while on parental leave, with partners receiving 2 weeks’ paid leave. We offer discounted medical insurance and have an employee assistance programme if you or your family are experiencing difficulty. We also acknowledge loyalty through our long‑service award programme, plus all the little things – great coffee, fresh fruit, morning and afternoon snacks – that perk up yourday.

We are unable to consider applications from candidates that do not currently have the right to live and work in New Zealand. To be legally entitled to work in New Zealand, you should be a citizen, permanent resident, or hold a valid work visa.

We take your privacy seriously at Warren and Mahoney. As Warren and Mahoney operates in both New Zealand and Australia, we are bound by, and act in accordance with, both the New Zealand Privacy Act 2020 and the Australian Privacy Act 1988. For more information, please refer to our Privacy Statement which is available on our website Warren & Mahoney Architects | Warren and Mahoney (wam.studio).

65 years of experience has taught us that nothing great is made alone. Design isn’t a process, it’s a partnership, and the best way to work is to work together. Together, everything is possible.

65 years of experience has taught us that nothing great is made alone. Design isn’t a process, it’s a partnership, and the best way to work is to work together. Together, everything is possible.