Executive Assistant

Pay & Benefits: * $25.00 - $35.00 per hour * Minimum 30 hours guaranteed per week * Full-time, permanent role   Key Responsibilities * Liaising with other staff on matters relating to the Extrastaff's operations * Researching and preparing reports, briefing notes, memoranda, correspondence * and other routine documents * Maintaining confidential files and documents * Attending meetings and acting as secretary as required * Maintaining appointment diaries and making travel arrangements * Processing incoming and outgoing mail, filing correspondence and maintaining records * Screening telephone calls and answering inquiries * Taking and transcribing dictation of letters and other documents * Conduct research and compile data to assist with decision-making processes. * Coordinate and manage events, including meetings and special functions. * Handle personal tasks and errands on behalf of the employer as required. * Maintain confidentiality and manage sensitive information with discretion. * Perform any other duties as directed by management * Abide by our Values   Key Competencies   * Proven experience as a personal assistant or in a relevant administrative role. * Excellent organizational and time management skills. * Strong written and verbal communication skills. * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. * Ability to work independently and as part of a team. * Flexibility and adaptability to changing priorities. * A high degree of professionalism and a positive attitude.   Our Values   We own our roles, responsibilities and results. Follow up, follow on, follow through A strong team means we are the best at what we do. Communication, professionalism, respectful & accountable No is not an option - we deliver results. Commitment, service, excellence We do it different - the Extrastaff way Proactive, positive, acting with integrity & urgency   How to Apply:If you are looking for a new challenge with an opportunity for a dynamic working environment and the possibility of travel, please click APPLY, attach your resume and brief covering letter outlining your experience. Only short-listed candidates will be contacted.

Are you highly organised, detail-oriented, and confident in turning complex data into clear, high-quality reports? We’re looking for a Reporting & Governance Officer to join our team and play a key role in supporting operational, contractual, and governance functions across Citycare Water. In this role, you will be responsible for preparing, coordinating, and delivering accurate reports and meeting documentation that inform both internal stakeholders and external oversight bodies such as the Council and Board. You’ll thrive if you enjoy working with data, coordinating input from multiple departments, and ensuring governance obligations are met to the highest standard. What you’ll be doing: Data Extraction & Reporting – Generate and compile reports using SQL, EventManager (EM), EM2 downloads, and other internal tools. Report Preparation – Deliver monthly and annual Board and Council reports covering operational, financial, compliance, and performance areas. Meeting Support – Attend key operational meetings, take accurate minutes, and ensure timely follow-up on action items. Governance & Compliance – Maintain reporting schedules, support audits, and ensure all governance reporting obligations are met. Process Improvement – Identify opportunities to automate reporting processes and improve efficiency. Health & Safety & Innovation – Champion safety practices and contribute to a culture of continuous improvement and innovation. What we’re looking for: Strong reporting and data analysis skills (SQL experience is essential). Excellent written communication and minute-taking abilities. Proven experience in preparing reports for governance or external stakeholders. High attention to detail, with strong organisational and time management skills. Ability to work collaboratively across departments to gather and coordinate information. A proactive, solutions-focused approach with a drive for continuous improvement. Why Citycare Water? At Citycare, we take pride in creating great places to live, work, and play. You’ll join a supportive team that values innovation, customer focus, and excellence in delivery. We offer: A collaborative and supportive work environment. Opportunities for professional growth and development. The chance to make a meaningful impact in your community. If you’re ready to apply your reporting expertise in a role that directly supports governance and operational excellence, we’d love to hear from you.

Executive Assistant & Digital Marketing Support – Upper Hutt (Wellington) 27.5 – 37.5 hrs per week | $30–38 p/h We’re looking for a highly capable and versatile person to bring order, focus, and momentum to two growing businesses — while also helping our brand shine online. You’ll work directly with the CEO/Founder as their right hand, ensuring priorities stay on track and communications are clear, while also supporting digital marketing and social media. - Build a Music School — a global membership community for music school owners. - Hello Cashflow — a SaaS start-up helping small business owners and accountants master their cashflow in a brand new way. Together, these businesses have a combined team of 30–35 people spread across New Zealand and the world. Each has its own COO and executive team, but your focus will be keeping the CEO aligned and effective while ensuring key initiatives and marketing activity run smoothly. This role is based out of our casual home office in Upper Hutt, where you’ll also be greeted daily by two friendly dogs — a Golden Retriever and a Border Collie. Most of the team works remotely and a few of us are local, but we also gather for in-person team days and trips semi-regularly. What You’ll Do - Executive Support (reporting directly to the CEO) - Manage the CEO’s calendars, inboxes, and communications with accuracy and discretion. - Keep projects moving by delegating, following up, and supporting two busy teams. - Turn meeting notes into actionable steps and ensure they’re completed. - Spot potential issues early, flag them, and see them through to resolution. - Protect the CEO’s time and attention by filtering requests and priorities. - Build and maintain checklists, SOPs, and systems to create efficiency. - Provide concise daily and weekly updates that keep everyone aligned. - Digital Marketing Support - Schedule and publish content across LinkedIn, Facebook, Instagram, and YouTube. - Repurpose existing blogs, videos, and podcasts into posts, reels, and stories. - Monitor comments and messages, flagging engagement opportunities. - Track performance and provide simple reports. - Coordinate with designers or freelancers to keep the content calendar running. About You - 5+ years of experience in administrative or EA roles. - Able to plan, draft, and publish social media content using scheduling tools. - Tech savvy and comfortable with tools like Slack, Monday.com, and ChatGPT. - Excited to experiment with new tools and automations to work smarter. - Naturally proactive — you don’t wait for permission to solve problems. - Great with people — diplomatic, confident, and able to build strong working relationships. - Calm under pressure — you can re-prioritise quickly when things change. - Professional but approachable — you bring warmth, clarity, and positivity to interactions. - Comfortable working in a casual, home-based office while interacting with a global remote team. The Non-Negotiables - Based in Upper Hutt (Wellington) — mostly office-based, with a mix of work from home. - Between 27.5 and 37.5 hours per week (5.5–7.5 hrs per day). - Own reliable laptop, car, and valid driver’s license. - Able to dedicate full focus to this role (not balancing other jobs). - Strict confidentiality — you’ll have access to sensitive information and must be fully trustworthy. Why Join Us? - Work directly with the CEO and leadership team across two exciting businesses with global impact. - A role that blends high-level executive support with creative marketing — perfect if you enjoy both detail-oriented organisation and expressing ideas through content. - You’ll learn lots of new skills and technologies. - Opportunities to develop your career and grow alongside the business. - A casual, supportive work environment that’s not high stress. - Be part of an ambitious, entrepreneurial team where no two days are the same. This is more than just an admin role — it’s about owning the details, driving progress, and helping the CEO (and two businesses) operate at their best, while also shaping the way we show up online. Interested? Please send a cover letter and CV to jonny@hellocashflow.com To help us filter out anyone who doesn't have an eye for detail, please use the subject line: 'Hi Jonny, please shortlist me'

- Temporary Personal Assistant role starting ASAP - Support two senior leaders in a fast-paced and rewarding role - Opportunity to join a supportive, nationally dispersed admin team Join a respected public-sector organisation that makes a real impact on communities across Aotearoa. You’ll be part of a nationally connected administration team that values collaboration, professionalism, and delivering high-quality support to senior leaders. About the Role: This is a 4.5-month contract covering parental leave, supporting two Hamilton-based senior managers. You’ll play a key role in keeping things running smoothly by managing diaries, coordinating meetings and travel, and providing proactive day-to-day support. Day-to-Day Responsibilities: - Manage calendars, emails, and schedules for two senior managers - Organise meetings, workshops, travel, and events - Prepare and format high-quality documents and presentations - Maintain systems and files in Teams & SharePoint - Process expenses, invoices, and credit card transactions Start Date: 9 September 2025 End Date: 27 January 2026 Days/Hours: Full-time, 40 hours per week About You: You’ll be a confident and organised Personal Assistant who thrives in a busy environment. You know how to prioritise, communicate effectively, and deliver to a high standard under pressure. - Proven PA experience supporting senior leaders - Strong organisational and time management skills - Excellent written and verbal communication - Proficient across Microsoft Office 365 - Discreet, professional, and detail-focused Benefits: - This role is starting ASAP! - Opportunity to work closely with senior leaders and make a real impact - Join a supportive and collaborative national team This contract won’t be available for long, so if you’re ready to step into a rewarding role and support senior leaders to succeed, APPLY today. For more information, contact Kennedy Moore at kennedy.moore@madison.co.nz Reference: 143348

You can help bring our villages to life! At Summerset, from the moment we start developing a village, to when our residents call it home, it’s the passion and dedication of our people that brings our villages to life. We are one team united by being part of something bigger – to bring the best of life to our residents. The way we work is guided by our values - One Team, Strong Enough to Care and Strive to Be the Best. We know it takes a collective effort to bring a village to life and help it thrive, so Summerset is a place where everyone’s uniqueness and diversity can shine. When you’re part of the Summerset team, you belong to a place where your work has real impact, who you are is fully embraced and where your career flourishes. About the role? We are looking for an exceptional Executive Assistant who will be a part of an energetic and dynamic team, in a fast-growing organisation. This role is not for the faint hearted - It is a busy and dynamic role where your main role is to provide EA and coordination support to the Chief Operating Officer as well as support to the GM - Village Operations and GM - Clinical Services. That makes it vital that you are a well-seasoned EA or Office Manager who has held similar positions coupled with previous experience completing strategic business and budget planning, business communications and much more. Key Duties: · Ability to effortlessly juggle a high workload and multiple activities · Provide confidential high level executive assistance to the COO · Manage diaries, appointments and meetings with accuracy · Draft, proofread and format professional communications, reports and presentations Based out of our Wellington Head Office this full-time role offers great work-life balance with set weekly hours Monday to Friday at our Wellington CBD office. 40 hours per week. Click here to view the job description About you? To be considered suitable for our role you will have the following Skills/Experience: * At least 3 years of experience in EA/PA role OR a completed associate degree * Experience working in a fast-paced NZ business environment * Excellent organisational skills with the ability to prioritise and manage delivery of multiple and conflicting priorities  * A proactive mindset, with the ability to anticipate and address needs before they arise. * Highly skilled in using Microsoft Office tools, such as: Word, Excel, PowerPoint, Visio, and other people related databases  * Excellent communication and interpersonal skills to interact seamlessly with various stakeholders.  What's in it for you? Here at Summerset, we offer great benefits including free day-to-day health insurance, an annual entitlement to Summerset shares, professional development and career progression, Summerset Staff discounts with reputable suppliers And a paid day off on your birthday! This role also offers great work-life balance with set weekly hours Monday to Friday at our Wellington CBD office. This role pays between $70,000 - $85,000 pa depending on experience. About us This is an excellent time to be joining Summerset - not only are we growing and investing, we're the fastest builder of new retirement villages in New Zealand, so for the right person this company is brimming with opportunity. The work activity that you will be exposed to in this role will be diverse and interesting as well as working with a great team, in an environment that is fun to be part of. If this sounds like you, or someone you know, we would love to hear from you. Due to NZ Immigration requirements, we are obliged to consider candidates that already have the right to work in NZ for this role first. Due to this we may not be able to support a visa application for this role. This role may close early due to an increased number of applications - apply as soon as possible to avoid disappointment!

* Minute-taking, agendas, and governance support required * Will need to be flexible with dates and hours * Temp assignment with real purpose & immediate start We're seeking a highly organised and professional Board Secretary for a temporary assignment supporting the governance functions of a long-standing, community-focused organisation in Napier. This is a varied and rewarding role offering the opportunity to contribute to faith-based leadership and social impact. Flexibility with hours and dates is essential as this role supports multiple Boards and Committees with meeting cycles spread across several months. In this role, you'll: * Provide secretarial support to Boards and Standing Committees * Prepare and manage agendas, minutes, documentation, and registers * Ensure governance records and systems are accurate and up to date * Assist with meeting logistics, correspondence, and board member support. What's in it for you? * Minute-taking, agendas, and governance support - done right * Temporary role with flexible hours and real purpose * Work with a values-driven team making a community impact * Keep governance on track with your sharp admin skills * Based in central Napier with a supportive, purpose-led team * Perfect for someone who thrives behind the scenes You'll bring: * Experience in minute-taking and board-level admin * A proactive, process-driven mindset with strong attention to detail * Confidence using Microsoft Office and managing documentation * Professionalism, discretion, and the ability to build trust quickly * A calm, flexible approach to shifting schedules and tasks * Experience with Board Pro ideal but not essential This is a fantastic short-term opportunity for 3- 4 months for someone who enjoys working behind the scenes, keeping things organised, and supporting meaningful work with real impact. Apply now to express your interest - start date and hours to be discussed with shortlisted applicants.