Executive Assistant

Position : Senior Executive Assistant
Salary : $1,500 - $3,000
Working Hours & Conditions : Full-time, NZ Hours
Employment : Independent Contractor

Role Overview

We are seeking an exceptional Executive Assistant who will operate as a true Executive Business Partner to Head of Brand & Customer.

This is not a traditional calendar-and-inbox EA role. The successful candidate will become the executive’s right hand, taking ownership across project coordination, meeting preparation, marketing operations, communications, systems and processes, travel, inbox and calendar management, and personal administration.

The core objective is to increase the executive’s bandwidth by anticipating what needs to happen, solving problems independently, coordinating others, and ensuring important priorities continue moving without requiring constant executive oversight.

The scope is deliberately broad and the ceiling is high. The more context, trust, and capability the successful candidate develops, the more they will own.

Key Responsibilities

Inbox, Calendar & Travel Management

• Maintain a highly organised and tightly triaged executive inbox
• Understand key contacts and how different communications should be prioritised and handled
• Ensure important emails are never missed, incorrectly filed, archived, or filtered
• Prepare draft responses and track messages requiring follow-up
• Plan and protect the executive’s calendar 2–4+ weeks ahead
• Ensure calendar entries contain relevant context, agendas, interview notes, preparation links, and dial-in details
• Identify and resolve scheduling conflicts proactively
• Coordinate domestic and international travel end-to-end
• Research and present suitable travel and accommodation options
• Prepare comprehensive itineraries and supporting information
• Learn executive preferences and incorporate them into future planning

Personal & Executive Administration

• Handle personal administration and logistics where required
• Coordinate bookings, appointments, and arrangements
• Conduct research and information gathering
• Prepare documents, reports, and presentations
• Maintain organised digital files and documentation
• Assist with ad hoc executive and personal requirements

This has to be flawless. Nothing missed, lost, mis-filed, or accidentally archived or sent to spam. Inbox tightly triaged with a clear understanding of who the key contacts are and how each should be handled. Drafts prepared in anticipation of responses. Calendar planned and protected 2-4+ weeks ahead, with detailed context built into every entry (interview notes, meeting agendas, dial-in details, prep links). Trips documented and planned end-to-end, with accommodation options presented and preferences learned and refined over time. Personal administration handled without it ever needing to be asked for.