Remote Executive Assistant - Construction Ops

D2B; New Zealand; On-site; NZD 21,000 - 25,000; Full time

Job summary

D2B in New Zealand is seeking an Executive Assistant / VA to support two directors in a fast-paced construction environment. You will manage emails, schedules, and project calendars, ensuring timely follow-up and compliance across jobs.

Role requires strong written English, 2+ years in a similar EA/VA capacity, and experience with WorkflowMax and government tender portals. This position is on-site with NZ hours and a focus on accuracy and discretion.

Qualifications

• Minimum 2 years of solid, demonstrable experience as an Executive Assistant supporting multiple executives or directors.
• Background supporting directors or senior leaders in a trade, construction, or regulated industry environment.
• Familiarity with New Zealand compliance frameworks, permitting processes, or government procurement systems.
• Experience with WorkflowMax or a comparable job/project management platform.
• Comfortable working with government procurement or tender portals (GETS or similar).
• Strong written English with the ability to draft professional business correspondence and emails for senior leaders.
• Exceptional organisational skills to manage multiple priorities simultaneously.
• Discreet, trustworthy, and professional with access to sensitive information.

Responsibilities

• Triage and prioritise a high volume of emails across both directors' inboxes and draft responses.
• Manage calendars for both directors, coordinating meetings, site visits, and deadlines.
• Monitor the production calendar in WorkflowMax to track active jobs and deadlines; notify teams when new jobs activate.
• Review quotes and ensure required documentation is in place.
• Flag potential scheduling conflicts or documentation gaps before escalation.
• Track asbestos job notifications and permit expiry dates; send reminders to prevent non-compliance.
• Summarise tender opportunities and assist with coordination of submissions.
• Conduct ad hoc research and provide clear summaries to support decision-making.

Skills

Executive Assistant

Construction industry experience

Multi-executive support

Written English

Independent/remote work

Tools

WorkflowMax

GETS

Job description

D2B in New Zealand is seeking an Executive Assistant / VA to support two directors in a fast-paced construction environment. You will manage emails, schedules, and project calendars, ensuring timely follow-up and compliance across jobs.

Role requires strong written English, 2+ years in a similar EA/VA capacity, and experience with WorkflowMax and government tender portals. This position is on-site with NZ hours and a focus on accuracy and discretion.