Personal Assistant

Madison Recruitment; Auckland; On-site; NZD 65,000 - 90,000; Full time

Job summary

Madison Recruitment is partnering with a well-established New Zealand construction company to recruit a PA / Project Coordinator in Auckland. You will provide executive-level support to the Divisional Manager and coordinate project administration across a busy residential division.

Bring advanced Microsoft Office skills, strong written and verbal communication, and exceptional organisation to manage competing priorities, meetings, timesheets, and reporting.

Qualifications

• Previous experience as a Personal Assistant, Project Coordinator, Team Coordinator, or similar role.
• Advanced skills across Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Exceptional organisational skills and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Professional, discreet and reliable approach.
• Proactive mindset with ownership and problem solving.
• Strong relationship-building and collaborative working style.

Responsibilities

• Managing diaries, correspondence and key priorities for the Divisional Manager.
• Preparing reports, presentations and business documentation.
• Coordinating meetings, agendas, minutes and follow-up actions.
• Supporting tender submissions and project administration processes.
• Maintaining project records, filing systems and business documentation.
• Assisting with project tracking, reporting and coordination activities.
• Organising divisional meetings, events and training initiatives.
• Supporting timesheet administration, leave tracking and reporting requirements.
• Assisting with Health & Safety administration and compliance documentation.
• Providing office coordination and general support to the wider team.

Skills

Organisational skills

Communication

Time management

Relationship-building

Discretion

Tools

Microsoft Office

Job description

Are you a highly organised professional who enjoys keeping people, projects, and operations running smoothly?

We are seeking a proactive PA / Project Coordinator to join a well-established New Zealand construction business with a strong reputation for delivering high-quality residential and commercial projects. With decades of success behind them, this organisation has built a culture centred on teamwork, integrity, and excellence in delivery.

This is a pivotal role supporting the Divisional Manager and wider leadership team, while coordinating key administrative and project-related activities across a busy residential construction division.

About the Role

This is a varied position where no two days are the same. You’ll provide executive-level support, coordinate project and tender administration activities, and help ensure the effective day-to-day operation of the division.

Key responsibilities include:

• Managing diaries, correspondence, and key priorities for the Divisional Manager
• Preparing reports, presentations, and business documentation
• Coordinating meetings, agendas, minutes, and follow-up actions
• Supporting tender submissions and project administration processes
• Maintaining project records, filing systems, and business documentation
• Assisting with project tracking, reporting, and coordination activities
• Organising divisional meetings, events, and training initiatives
• Supporting timesheet administration, leave tracking, and reporting requirements
• Assisting with Health & Safety administration and compliance documentation
• Providing office coordination and general support to the wider team

About You

You’ll be someone who thrives on organisation, enjoys working closely with leaders, and takes pride in keeping projects and business operations on track.

To be successful in this role, you’ll bring:

• Previous experience as a Personal Assistant, Project Coordinator, Team Coordinator, or similar role
• Advanced skills across Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Strong written and verbal communication skills
• Exceptional organisational skills and attention to detail
• The ability to manage competing priorities and meet deadlines
• A professional, discreet, and reliable approach
• A proactive mindset with the confidence to take ownership and solve problems
• Strong relationship-building skills and a collaborative working style

What’s on Offer

• A varied and meaningful role with broad exposure across the business
• The opportunity to work closely with an experienced leadership team
• A supportive and collaborative team environment
• Long-term career opportunities within a successful and respected organisation
• Competitive remuneration reflecting the importance of the role