Executive Assistant (Construction, New Zealand Market) - 204

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 escalate

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