Senior Executive Assistant
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About the role
You will be the right hand of a senior commercial manager who leads the commercial function on major infrastructure projects in New Zealand. He is an engineer and accountant by background, works across several large projects at once, and spends most of his day in meetings. Right now his tasks live in meeting notes, a to-do app and a full inbox, and things fall through the cracks. Your first job is to fix that. You will design and build a task and project board from scratch in Asana or Monday.com, turn his recurring processes (procurement, approvals and reporting) into repeatable templates, and then run that board every day so nothing gets forgotten. This is not a role for someone who waits to be told. We want an experienced Executive Assistant who manages the executive, not the other way around: you remind, chase, follow up and keep him on track.
Key responsibilities
- Design and build his task board in Asana or Monday.com from the ground up: projects, statuses, owners, due dates, templates and automations.
- Turn his standard processes, such as the procurement pathway, into repeatable workflows on the board.
- Take actions from meeting notes and recordings (AI note-takers) and from email, and get every one onto the board with an owner and a due date.
- Remind him of what is due, chase outstanding items, and follow up with people on his behalf.
- Manage his inbox so emails become actions, and keep his calendar organised.
- Prepare and distribute meeting minutes and keep action registers up to date.
- Help with monthly project and commercial reporting: data updates, graphs and presentations.
- Record your processes with Loom so the system keeps running smoothly.
About you
- Extensive Executive Assistant experience, ideally 10 years or more, supporting a senior leader or executive.
- Advanced, hands‑on Asana or Monday.com skills. You have personally built boards, templates and automations from scratch, not just used a board someone else set up.
- A proactive, organised style. You are comfortable chasing a busy executive and the people around him.
- Excellent written English for emails, minutes and action registers.
- A video introduction, and a reliable setup with backup internet and backup power.
- Experience in construction, engineering, infrastructure or major projects, especially commercial, procurement or project controls.
- Microsoft 365, Microsoft Planner, Todoist and AI meeting note tools.
- Experience working with New Zealand or Australian clients.
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