Role Overview
This is a hands-on, full-time position based in Auckland, where you’ll provide comprehensive administrative support to senior leadership while maintaining the day-to-day functionality of a professional office environment. You will play a central role in ensuring operational efficiency, supporting business processes, and delivering seamless coordination across executive, client, and internal activities.
Key Responsibilities
- Manage complex calendars, schedule meetings, and coordinate domestic and international travel with detailed itineraries
- Oversee inbox management, correspondence follow-up, and timely responses to internal and external communications
- Ensure daily timesheet collection, month-end reporting support, and accurate processing of expense claims
- Prepare, format, and proofread reports, presentations, and client-facing documents to a high standard
- Support billing operations including invoice generation, follow-up on outstanding payments, and coordination of financial documentation
- Assist with business development by preparing pitch materials and maintaining up-to-date client information in the CRM system
- Coordinate conflict checks and compliance-related documentation for new engagements
- Organise client events and internal meetings, including venue booking, logistics coordination, and supplier liaison
- Provide front-of-house support by welcoming guests, managing meeting rooms, and ensuring presentation areas are professionally maintained
- Oversee kitchen and communal spaces, manage courier services, and handle incoming and outgoing mail
- Maintain office supplies within budget, monitor inventory, and coordinate with facilities management
- Act as a point of contact for health, safety, and security matters including fire warden responsibilities
- Support the adoption of new technologies and suggest process improvements to enhance efficiency
- Collaborate with teams across locations, particularly supporting operations in Australia
What We’re Looking For
You have 1–3 years of experience in administrative or executive support, ideally within a professional services setting. You’re proficient with Microsoft Office applications—Word, Excel, Outlook, Teams, and PowerPoint—and comfortable navigating multiple systems at once. Your organisational skills are strong, and you take initiative without constant supervision.
You communicate clearly and professionally, both in writing and in person, and you’re adept at managing competing priorities with precision. You’re service-focused, proactive, and able to build trusted working relationships with senior stakeholders. Experience with billing cycles, timesheet tracking, and month-end procedures is essential.
Work Environment
This is an onsite role based in Auckland with no remote or hybrid options. The office culture values teamwork, continuous improvement, and professionalism. You’ll be part of a well-functioning team that values reliability, discretion, and a consistent approach to high standards in both executive support and office management.
