Executive Assistant (Construction, New Zealand Market) - 204

Remote Jobs; United States; Remote; USD 8,000 - 13,000; Full time

Job summary

Remote Jobs is seeking a sharp, proactive Executive Assistant / VA for a construction-focused operation in New Zealand. You will manage two directors' communications, calendars, and compliance tasks, coordinating with site teams and tender portals.

You'll use WorkflowMax and government tender portals, monitor compliance deadlines, and ensure timely documentation. This role suits a detail-driven professional who can work remotely with minimal supervision.

Qualifications

• Minimum 2 years of solid, demonstrable experience as an Executive Assistant supporting multiple executives or directors within AU/NZ market
• 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 on behalf of senior leaders
• Exceptional organisational skills — able to manage multiple priorities simultaneously without prompting
• Experience monitoring and coordinating tender submissions in a support capacity
• Comfortable working independently and remotely with minimal day-to-day supervision
• Discreet, trustworthy, and professional — this role involves access to sensitive business and compliance information
• Confident navigating digital systems and learning new platforms quickly

Responsibilities

• Email & communication management: triage and prioritise high-volume emails; draft responses on directors’ behalf
• Calendar & schedule: manage calendars, coordinate meetings, site visits, deadlines
• Job workflow: monitor WorkflowMax; review quotes; ensure documentation is in internal files
• Compliance: track permits and notifications; send reminders to prevent lapses
• Tender & BD: monitor GETS and other portals; summarize tenders for directors
• Ad hoc: conduct research; provide summaries to support decisions
• General admin: handle tasks to keep day-to-day operations running smoothly

Skills

Executive support

Remote work

Organization

Discretion

Written English

Tools

WorkflowMax

GETS portal

Tender portals

Job description

Position: Executive Assistant / VA (Construction Industry)

Salary: up to PHP 75,000 per month

Working Hours & Conditions: Monday to Friday, 9:00 AM to 5:00 PM NZT

Role Overview

The company has two directors are hands-on operators — out on site, winning work, and delivering complex projects across New Zealand. To support their growing workload, they are looking for a sharp, proactive, and highly organised Virtual Assistant / Executive Assistant to manage the flow of day-to-day communications, keep jobs and compliance obligations on track, and ensure nothing falls through the cracks.

This is a critical support role in a business where missed deadlines carry real regulatory and commercial consequences. You will be set up with a NZ VoIP phone number, a professional company email address, and full access to relevant business systems including WorkflowMax and government tender portals. If you are a self-directed, detail-driven EA or VA who thrives in a fast-paced, high-stakes environment — this role was made for you.

Email & Communication Management (Top Priority)

• Triage and prioritise a high volume of daily emails across both directors' inboxes
• Flag urgent items and draft professional responses to key correspondence on the directors' behalf
• Ensure no important communication goes unanswered or unactioned

Calendar & Schedule Coordination

• Manage calendars for both directors, coordinating meetings, site visits, and deadlines
• Keep both directors informed of upcoming priorities and time-sensitive commitments in advance

Job Workflow & Production Calendar

• Monitor the production calendar in WorkflowMax to track active jobs and upcoming project deadlines
• Review newly accepted quotes and confirm all required documentation is in place within internal files
• Notify relevant team members — including the workshop manager, admin team, council contacts, project managers, and sales — when new jobs are activated
• Proactively flag potential scheduling conflicts or documentation gaps before they escalates

Compliance & Permit Monitoring

• Track asbestos job notifications and permit expiry dates across all active projects
• Send timely reminders to the relevant team members to prevent compliance lapses or regulatory issues
• Maintain an organised and up-to-date log of compliance obligations across active and upcoming jobs

Tender & Business Development Support

• Monitor government tender portals including GETS and other relevant platforms for suitable opportunities, alongside the internal QS
• Summarise and flag relevant tenders for director review in a clear, concise format
• Assist with the coordination of tender submissions as required

Ad Hoc Research & Administration

• Conduct research tasks as directed — such as evaluating timesheet systems, supplier options, or industry tools
• Provide clear, well-structured summaries to support director decision-making
• Handle general administrative tasks to keep day-to-day operations running smoothly

Requirements

• Minimum 2 years of solid, demonstrable experience as an Executive Assistant supporting multiple executives or directors within the Australian or New Zealand market
• 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 on behalf of senior leaders
• Exceptional organisational skills — able to manage multiple priorities simultaneously without prompting
• Experience monitoring and coordinating tender submissions in a support capacity
• Comfortable working independently and remotely with minimal day-to-day supervision
• Discreet, trustworthy, and professional — this role involves access to sensitive business and compliance information
• Confident navigating digital systems and learning new platforms quickly