Executive Assistant (NZ Experience)

D2B; United States; Remote; USD 13,000 - 17,000; Full time

Job summary

D2B is seeking an Executive Assistant to act as the client’s operational right hand, bringing order to inboxes, calendars, and reporting while providing broad administrative support across the business. This remote, full-time role aligns with NZ hours and focuses on driving structure, reducing bottlenecks, and enabling scalable growth.

You will manage executive communications, coordinate meetings, and assist with travel and documentation, while leveraging AI tools to improve workflow and output

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong inbox and calendar management capability.
• Excellent written communication and document preparation skills.
• Experience working with senior leaders or founders.

Responsibilities

• Manage the client’s inbox — triage, filing, prioritization, and draft replies.
• Create structure in the client’s calendar: time blocking, meeting coordination, scheduling discipline.
• Plan the client’s day and week so priorities are proactively managed.
• Ensure important tasks, commitments, and follow-ups are captured and progressed.
• Assist with travel, bookings, and general executive administration as required.
• Own open items and drive them through to completion.
• Prepare documents, letters, and reports using business data and internal systems.
• Coordinate recurring leadership meetings and capture outputs and actions.
• Produce standardized letters and pull reports from internal systems.
• Update website content in Squarespace and draft LinkedIn posts.

Skills

Inbox management

Calendar management

Executive support

Written communication

Task follow-up

Reporting

Outlook

SharePoint

Microsoft 365

English proficiency

Presentation templates

Tools

Squarespace

LinkedIn

Xero

Outlook

Job description

Position: Executive Assistant

Salary: PHP 75,000 - 100,000

Working Hours & Conditions: Aligned with NZ hours; full-time (remote)

OVERVIEW:

This is a high-agency Executive Assistant to provide direct support to the client across a growing property services group. The role is designed to create structure, reduce bottlenecks, and help evolve a fast-growing, founder-led business into a more organised, scalable operation.

This person will act as the client’s operational right hand — bringing order to inboxes, calendars, follow-ups, reporting, and meetings — while also providing broader administrative and digital support across the business.

RESPONSIBILITIES:

• Executive Support

  • Manage the client’s inbox — triage, filing, prioritization, and draft replies
  • Create structure in the client’s calendar: time blocking, meeting coordination, scheduling discipline
  • Help plan the client’s day and week so priorities are proactively managed, not reactively handled
  • Ensure important tasks, commitments, and follow-ups are captured and progressed
  • Assist with travel, bookings, and general executive administration as required

• Task Sweeping and Follow-Through

  • Own open items the client initiates and drive them through to completion
  • Pick up tasks after meetings or conversations and convert them into actions
  • Chase internal inputs required to progress or complete work
  • Prepare documents, letters, and reports using business data and internal systems
  • Reduce multi-step, fragmented workflows by helping drive one-touch completion where possible

• Meeting and Leadership Support

  • Coordinate recurring one-on-ones and leadership meetings
  • Prepare agendas, templates, and discussion prompts in advance
  • Capture meeting outputs, minutes, and action items
  • Track ownership and progress of agreed actions
  • Help establish a more disciplined meeting rhythm across the leadership team

• Administrative and Operational Support

  • Produce standardized letters and business documentation
  • Pull reports from internal systems and prepare them in a usable format
  • Support ad hoc business administration: team coordination, internal documents, project assistance
  • Assist with client reporting and formatting of recurring outputs
  • Help improve consistency and structure in internal processes

• Digital and Light Marketing Support

  • Update website content in Squarespace
  • Assist with LinkedIn post drafting and scheduling
  • Help prepare proposals, property management agreements, and presentation materials
  • Use AI tools to improve speed and quality of output where appropriate

QUALIFICATIONS:

• Essential

  • Proven experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or similar
  • Strong inbox and calendar management capability
  • Excellent written communication and document preparation skills
  • Strong follow-up discipline and task management ability
  • Experience working with senior leaders or founders
  • High proficiency in: Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/admin systems
  • Excellent spoken and written English — the role involves regular verbal communication, voice notes, and real-time interaction with the client
  • Strong presentation formatting and templating skills — able to produce polished, consistent documents, reports, and slide decks

• Preferred

  • Experience with MyHR and/or property management systems such as OPM
  • Familiarity with Squarespace and LinkedIn
  • Background in a property, facilities, or service-based business
  • Strong AI literacy — comfortable using tools such as ChatGPT to improve workflows

WHAT SUCCESS LOOKS LIKE:

• The client’s inbox is organized and under control
• His calendar has structure and protected focus time
• Meetings produce clear outputs and defined follow-up
• Administrative work is completed faster and with less friction
• Business tasks are consistently progressed without the client driving every detail
• The role creates enough leverage that the client can focus on leadership, growth, and higher-value decisions

WORKING STYLE:

• Likes bringing structure to messy, fast-moving environments
• Has initiative and the backbone to follow through without prompting
• Can work across executive support, administration, and project coordination simultaneously
• Enjoys being a force multiplier for a busy business owner
• Is comfortable improving systems while also handling day-to-day execution
• Is open to taking on similar admin and operational support tasks across the wider business over time, as the role evolves