Personal Assistant

Direction Recruitment; Dargaville; On-site; NZD 60,000 - 80,000; Full time

Job summary

Direction Recruitment is seeking an experienced Personal Assistant to provide high-level executive support to two General Managers in a busy New Zealand setting. Based in Dargaville or Mangawhai, you will manage diaries, meetings, travel, and confidential information with discretion.

The role covers budgeting support, document preparation, correspondence, and producing reports and presentations, emphasizing organisational excellence and proactive problem-solving.

Qualifications

• Previous experience as an executive assistant or in senior administration.
• Strong organisational and time-management skills.
• Excellent written and verbal communication; attention to detail.
• Ability to handle confidential information with discretion.
• Experience coordinating multiple stakeholders and deadlines.

Responsibilities

• Manage diaries, meetings and events for the two General Managers.
• Prioritise inboxes and correspondence and prepare draft responses.
• Review correspondence and prepare client-ready responses and documents.
• Maintain accurate files and records, including confidential documentation.
• Arrange travel, conferences, and accommodation for staff.
• Prepare board/management meeting agendas, minutes and follow-up actions.

Skills

Diary management

Executive support

Communication skills

Discretion

Microsoft Office

Tools

Outlook

Word

Excel

PowerPoint

Job description

Job Description - Personal Assistant (Temp Role)

Location: Dargaville or Mangawhai

Hours or Work: Temp 40 hours per week Monday to Friday

About the Role

We are seeking an experienced and highly organised Personal Assistant to provide comprehensive administrative and executive support to two General Managers.

This is a varied role suited to someone who thrives in a busy environment, has exceptional organisational skills and can manage competing priorities while maintaining professionalism and discretion. You will play an important role in supporting the General Managers to operate efficiently and effectively.

Key Responsibilities

Executive Support

• Manage and coordinate diaries, meetings and events for the General Managers.
• Monitor, manage and prioritise inboxes and correspondence.
• Review correspondence and prepare draft responses.
• Maintain accurate files and records, including confidential documentation.
• Handle telephone calls and messages on behalf of the General Managers.
• Prepare meeting agendas, take minutes and follow up on action points.
• Draft presentations, reports and business cases.
• Assist with complaint and objection resolution by gathering relevant information and preparing draft responses.
• Prepare template letters and other documentation.
• Arrange catering for meetings as required.

Office and General Administration

• Coordinate conferences, travel and accommodation arrangements for staff.
• Manage incoming and outgoing mail.
• Undertake document preparation, photocopying and binding.
• Prepare purchase orders for the General Managers' approval and signature.

Budgeting and Financial Support

• Monitor expenditure to ensure compliance with approved financial delegations.
• Assist with the preparation of departmental budgets.
• Review monthly financial reports and identify significant budget variances for the General Managers' attention.

About You

To succeed in this role, you will be a proactive and capable administrator who enjoys providing high-level support and keeping things running smoothly behind the scenes. You will bring excellent communication skills, strong attention to detail and the ability to handle sensitive information with complete discretion.

You will also be comfortable working with a range of stakeholders, managing competing deadlines and taking initiative to ensure tasks are completed efficiently and accurately.

What You Will Bring

• Previous experience in an executive assistant, senior administration or similar support role.
• Strong organisational and time-management skills, with the ability to prioritise competing demands.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy when preparing correspondence, reports and meeting documentation.
• Confidence managing diaries, inboxes, meetings and follow-up actions.
• Experience handling confidential information with discretion and professionalism.
• Good financial administration skills, including budgets, expenditure monitoring and financial reporting.
• Proficiency in Microsoft Office and general business systems.
• A collaborative, flexible and solutions-focused approach.

Applicants must have legal rights to live and work in New Zealand. Unfortunately, visa sponsorship is not available for this role.