Executive Assistant

Are you an organised, proactive, and detail-oriented professional who enjoys keeping things running smoothly behind the scenes? We're looking for an experienced Executive Assistant & Operations Coordinator to provide administrative and operational support to a New Zealand-based technical engineering business.

Your Responsibilities Will Include:

Executive Assistance

• Manage and organise executive email inboxes, identifying priorities and ensuring important matters are followed up.
• Draft and coordinate emails, correspondence, documents, and stakeholder communications.
• Maintain calendars, meetings, reminders, and executive follow-ups where required.
• Track outstanding actions and ensure important tasks are completed on time.
• Gather information for senior management and prepare clear summaries when required.
• Provide general administrative support without requiring constant direction.

Health & Safety and Compliance Administration

• Maintain and update health and safety documentation, systems, and registers.
• Prepare and maintain site packs and project documentation.
• Ensure compliance information is current, complete, and accurately recorded.
• Coordinate information from employees, contractors, subcontractors, clients, and other stakeholders.
• Maintain training, certification, and compliance records.
• Assist with audits, site documentation, and health and safety reporting.
• Identify missing or expiring documentation and proactively follow up.

HR Administration

• Maintain employee records and HR documentation.
• Assist with onboarding and offboarding documentation.
• Maintain employment, training, and personnel information.
• Coordinate HR-related information and follow-ups.
• Help ensure internal policies and documentation remain current.
• Provide administrative support for recruitment and employee processes when required.

Technical and Project Administration

• Assist managers and project teams with the preparation and coordination of project documentation.
• Maintain accurate project, site, and stakeholder information.
• Support document control across projects and operational activities.
• Coordinate documentation between internal teams, clients, contractors, and other stakeholders.
• Work confidently with technical terminology and documentation.
• Ensure information is correctly filed, version controlled, and easy to retrieve.

Website, Systems and Content Updates

• Modify, update, and maintain content across company websites and business platforms.
• Update company records, templates, documents, and internal systems.
• Ensure information across websites and systems is accurate and up to date.
• Learn and confidently use new business systems and software.
• Identify outdated or missing information and take ownership of necessary updates.

General Business Support

• Assist with reports, presentations, and management information.
• Coordinate with suppliers and external stakeholders where required.
• Support improvements to administrative processes and business efficiency.
• Assist with other administrative tasks as required.
• Adapt to changing priorities and support different areas of the business.

What We're Looking For:

• Minimum of 3-5 years of relevant experience as an Executive Assistant, Personal Assistant, Business Support Coordinator, Operations Coordinator, or similar role.
• Experience within HVAC, air conditioning, refrigeration, mechanical services, engineering, construction, or another technical industry is preferred.
• Previous experience supporting senior management or executives.
• Experience with administrative, operational, HR, compliance, or technical documentation.
• Excellent attention to detail and strong organisational skills.
• Strong written and verbal English communication skills, with the ability to communicate ideas clearly, voice opinions confidently, and constructively challenge ideas when needed.
• Strong Microsoft Office and general business systems capability.
• Experience modifying and updating website or system content is highly advantageous.
• Ability to learn new software, systems, and processes quickly.
• Strong problem-solving and follow-up skills.
• Comfortable working independently and managing competing priorities.
• The right drive and attitude, with a willingness to learn and adapt.
• Flexible and willing to take on different tasks and responsibilities as required.
• Strong sense of ownership and accountability, with the ability to see t