Personal Assistant + Office & Project Administrator

PJM Project Management; Auckland; On-site; NZD 60,000 - 80,000; Full time

Job summary

PJM Project Management is seeking a highly organised Personal Assistant + Office & Project Administrator in Newmarket, North Island. This true 50/50 role splits time between supporting the Managing Director and ensuring project and office operations run smoothly.

You will manage calendars, travel, reports, and project records, while maintaining documents and supporting coordination across teams. A proactive, detail-oriented mindset is essential.

Qualifications

• Previous experience as a Personal Assistant or Office Administrator.
• Strong organisational and time-management abilities with multiple priorities.
• Excellent written and verbal communication skills.
• High attention to detail and precise document handling.
• Experience preparing reports, presentations, proposals and correspondence.
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint).
• Experience with project management systems is advantageous.

Responsibilities

• Manage MD's diary, inbox, meetings and priorities.
• Coordinate travel, appointments and business commitments.
• Prepare reports, presentations, proposals and correspondence.
• Follow up actions to ensure nothing falls through the cracks.
• Support business development activities and tender submissions.
• Keep the office running smoothly and manage logistics.
• Assist with project documentation, filing, and close-out activities.

Skills

Organisational skills

Time-management

Microsoft Office

Communication

Project coordination

Stakeholder management

Independent work

Tools

Procore

SafetyCulture

InDesign

Canva

Job description

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Personal Assistant + Office & Project Administrator

PJM Project Management – Newmarket, North Island

Personal Assistant + Office & Project Administrator

Be the organiser, coordinator, problem-solver, and glue that keeps everything moving.

About PJM

At PJM, we're not just project managers... we're Project Makers.

We work across some of New Zealand's most exciting projects, including community housing, commercial developments, remediation projects, office fit-outs, multi-unit residential developments, and bespoke homes. Our approach combines practical expertise, creative thinking, strong relationships, and a determination to get things done right.

As our business continues to grow, we're looking for a highly organised, proactive superstar to join the team in a unique role that is equal parts Personal Assistant, Office Administrator, and Project Coordinator.

No two days will look the same, and that's exactly how you like it.

The Role

This is a true 50/50 role, splitting your time between supporting our Managing Director and helping keep our projects and office running smoothly.

You'll be the person who:

• Keeps calendars organised and priorities on track + inbox management
• Knows where every document lives
• Can juggle meetings, deadlines, and competing priorities without breaking a sweat
• Loves creating order out of chaos
• Enjoys working with people and being part of a collaborative team

One minute you'll be coordinating a staff function, the next you'll be organising project completion photography, arranging meetings, preparing reports, updating project records, or helping chase project close-out documentation.

In short, you'll become an essential part of the PJM team.

What You'll Be Doing

Personal Assistant Support

• Managing Paul Miller's diary, inbox, meetings, and priorities
• Coordinating travel, appointments, and business commitments
• Preparing reports, presentations, proposals, and correspondence
• Following up action items and ensuring nothing falls through the cracks
• Supporting business development activities and tender submissions

Office Administration

• Keeping the office running smoothly
• Managing supplies, equipment, meeting spaces, and office logistics
• Maintaining company systems, templates, and registers

Project Administration

• Assisting project managers with project coordination and documentation
• Managing document control and project filing systems
• Preparing meeting agendas, minutes, and action registers
• Supporting project close-out activities including O&M manuals, warranties, and compliance documentation
• Assisting with health & safety administration

Marketing & Business Support

• Coordinating project photography
• Assisting with award submissionsUpdating project information and marketing collateral
• Supporting LinkedIn and website content

About You

You're someone who genuinely enjoys being organised.

You might currently be working as a:

• Personal Assistant
• Executive Assistant
• Office Manager
• Project Administrator
• Senior Administrator

Key Skills & Experience

• Previous experience as a Personal Assistant, Executive Assistant, Office Administrator, Project Coordinator, or similar role.
• Strong organisational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High attention to detail and strong document management capability.
• Experience preparing professional reports, presentations, proposals, and correspondence.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with project management systems such as Procore, SafetyCulture, Indesign, Cavna or similar platforms is advantageous.
• Strong stakeholder management and relationship-building skills.
• Ability to work independently and proactively in a fast-paced environment.
• Experience within construction, project management, architecture, engineering, property, or professional services environments is preferred.
• High level of professionalism, discretion, and confidentiality. Experience within construction, consulting, architecture, engineering, property, or project management would be a bonus, but attitude and capability are what matter most.

Why Join PJM?

• Variety, challenge, and responsibility
• A supportive and down-to-earth team
• Opportunity to work across diverse and meaningful projects
• Be part of a growing business where your contribution is valued
• Modern Newmarket office location
• Work closely with leadership and gain exposure to all aspects of the business