Personal Assistant at Warren and Mahoney

Warren and Mahoney; Auckland; On-site; NZD 65,000 - 95,000; Full time

Benefits offered by this job

Mentoring

Career development

Flexible working

Remote working options

Parental leave top-up

Private medical insurance

Team social events

Job summary

Warren and Mahoney in Auckland is seeking a highly capable Personal Assistant to support three executive leaders in our Auckland studio. You will coordinate diaries, meetings, travel, expenses and governance activities while maintaining discretion and professionalism.

This full-time, on-site role emphasizes proactive collaboration with senior leaders, stakeholder management and high-quality document preparation to drive successful outcomes in a fast-paced environment.

Qualifications

• 8+ years of relevant experience with at least 3 years as Executive/Personal Assistant.
• Experience supporting senior leaders in a fast-paced environment.
• Advanced proficiency in Microsoft 365 and document prep.
• Exposure to Salesforce, Diligent or InDesign desirable or willingness to learn.
• Strong organisational skills and ability to handle multiple priorities.
• Excellent written and verbal communication with stakeholders.

Responsibilities

• Provide proactive day-to-day support to Managing Director, Chair and Principals.
• Manage diaries, coordinate meetings, travel bookings and expenses.
• Prepare correspondence, presentations, and reports as required.
• Support governance activities, meeting prep and logistics.
• Serve as professional contact for internal and external stakeholders.
• Foster positive relationships to enable delivery of priorities.
• Assist with client relationship management and business development admin.
• Maintain confidentiality and handle sensitive information with discretion.

Skills

Executive support

Diary management

Travel bookings

Stakeholder mgmt

Document prep

Confidentiality

Communication

Team coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

Salesforce

Diligent

InDesign

Job description

This Full time on site position offers great opportunities for career growth.

Auckland Competitive salary + KiwiSaver Strong culture and collaborative environment An international practice of award-winning designers and architects

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

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 your day.

At Warren and Mahoney, we are dedicated to building a diverse, inclusive and authentic workplace.

Please note: 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). www.wam.studio/careers