Project Administrator

eCoast, Ltd.

Raglan

On-site

NZD 41,000 - 55,000

Part time

6 days ago

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Job summary

eCoast Consulting & Research in Whale Bay (Raglan) seeks a part-time Project Administrator/Personal Assistant to support directors and managers. 20-25 hours per week, office-based, not remote. Hourly salary $30-$40 depending on experience.

You will manage calendars, travel, invoices in Xero, keep projects up to date, and assist with social media and marketing. The role suits an organized, proactive individual who can juggle priorities and work with AI tools.

Qualifications

Experience in an EA, PA or administrative role.
Experience with Xero; monday.com experience a plus, or willingness to learn.
Comfortable using AI tools like Claude or ChatGPT in daily work.
Organised with a good eye for detail.
Able to work independently and juggle competing priorities.

Responsibilities

Check in with directors and managers on priorities; keep systems up to date.
Manage calendars, coordinate meetings, travel and accommodation.
Handle ad hoc requests and keep the Whale Bay office running.
Set up new projects and close completed ones with handover docs.
Review upcoming travel and project logistics.
Raise invoices in Xero, enter bills and track payments.
Help deliver social media and digital marketing.
Send directors a short update on progress and blockers.
Month-end admin: tidy accounts and ensure records are complete.
Review project folders for gaps; support proposals and funding inputs.

Skills

EA/PA experience

Xero experience

monday.com experience

AI tools (Claude/ChatGPT) usage

Organised / attention to detail

Independent work / prioritisation

Tools

Xero

monday.com

Job description

PROJECT ADMINISTRATOR / PERSONAL ASSISTANT

eCoast Consulting & Research

We are looking for a Project Administrator/Personal Assistant to join our team part-time, 20-25 hours per week, based in our Whale Bay office (not remote). The salary range is between $30-$40 per hour depending on experience, with potential for increased hours.

About the role

This is the person who keeps eCoast running behind the scenes. You'll work directly with our directors and managers as their right hand: part project administrator, part personal assistant. We need someone who is engaged, proactive and collaborative, and who speaks up and asks questions. eCoast is evolving, no two days are the same, and you'll need to be comfortable moving between small tasks and bigger pieces of work.

About eCoast

eCoast offers a supportive working environment with an easy-going culture, grounded in a love of the ocean and the surf. That connection shapes how our directors and staff live and work, with a strong environmental focus both in and out of the office. We value initiative, collaboration and high-quality work, and we look for people who bring a positive attitude and want to help make the eCoast team even better.

Key responsibilities

Daily

Check in with directors and managers on priorities and anything urgent
Keep the project management systems up to date
Manage calendars and coordinate meetings, travel and accommodation
Pick up ad hoc requests from the team
Keep the Whale Bay office running (supplies, deliveries, visitors)
Set up new projects and close completed ones, including handover documents
Review upcoming travel and project logistics for the next few weeks
Raise invoices in Xero, enter bills and receipts, record payments and follow up overdue accounts
Help deliver social media and digital marketing
Send the directors a short update on what's done, what's stuck and what's coming up

Monthly or as needed

Month-end admin: tidy up accounts and check records are complete
Review project folders and documentation for gaps
Support proposal, grant and funding applications: formatting, gathering inputs and tracking deadlines
Help manage internal systems and software updates

About you