Personal Assistant and Office Manager

Aotearoa New Zealand Association of Social Workers; Ōrākei; On-site; NZD 60,000 - 90,000; Full time

Job summary

The Aotearoa New Zealand Association of Social Workers is seeking a proactive Personal Assistant/Office & Project Administrator to support the Directors with high-level administrative tasks and prioritisation. In this role you will manage calendars, coordinate meetings and events, oversee office operations, procurement, and stakeholder communications, ensuring confidentiality and smooth day-to-day running.

The role balances director-level support (60%), office management (20%), and project

Qualifications

• Proven experience as a Personal Assistant or Office Manager.
• Excellent organisational and multitasking abilities.
• Strong communication and interpersonal skills.
• Advanced proficiency with Office 365.
• Ability to work independently with confidentiality.

Responsibilities

• Provide high-level administrative support to Directors and manage calendars and follow-up.
• Coordinate meetings, prepare agendas and minutes.
• Oversee office management, procurement and equipment.
• Manage relationships with internal and external stakeholders.
• Organise catering, travel and events as needed.
• Support project coordination and organisational efficiency.
• Ensure timely responses to correspondence and maintain confidentiality.

Skills

Executive support

Calendar management

Multitasking

Communication

Organization

Office 365

Independent worker

Tools

Office 365

Job description

Provide high level administrative support to the Directors, creating efficiencies and increasing productivity through prioritisation and follow up across several businesses. An alternate 'go to' when the owners are unavailable; the role is present in the office as eyes and ears, supporting the smooth running of the office. The primary focus of this role is Personal Assistant support to the Directors (approximately 60%), Office Management (20%), and project coordination/business support (20%).

Key responsibilities

Managing external and internal stakeholders' expectations, supporting administration across Director's business interests including Property Services, Wine business, Property portfolio, and Personal projects

Ensuring timely responses to correspondence are made and 'balls don't drop'

Lead contact with Property manager for office tenancies including compliance, maintenance, security etc

Oversee management of uniforms from policy to purchasing to stock management and allocation

Lead procurement and management of office equipment including printer copiers, coffee machine, stationery, waste management etc from policy to purchasing to stock management and allocation

Organise catering, refreshments including stock of biscuits, fruit & milk delivery etc

Working closely with the Directors to keep them well informed of upcoming commitments, responsibilities and deliverables of their management team

Managing calendars and workflow

Coordinate meetings and events, preparing and reviewing documentation and presentations

Overseeing meetings and committees, including scheduling, preparation of agendas, minute-taking and following up of actions

About you

Proven experience as a Personal Assistant, Office Manager, Business Support Manager or similar senior administrative role

Exceptional organisational and multitasking abilities

Flexible and collaborative team player willing to do what it takes to get the job done; adaptable, resilient and enjoys a challenge

Strong project and event management skills with a keen eye for detail

Excellent communication and interpersonal skills

Advanced office 365 skills

Ability to work independently and prioritise tasks effectively

Ability to manage multiple competing priorities

Maintain confidentiality and discretion

Personal Assistant + Office & Project Administrator