Executive Assistant/ Office Manager

Reporting to the Chief Executive Officer – New Zealand, you will provide day-to-day executive support to the CEO, alongside high-level administrative support to other members of the New Zealand Leadership Team (NZLT) based in the Auckland office. You will also take ownership of office management and facilities coordination, ensuring the workplace operates efficiently and delivers a professional, well-run environment for employees, visitors, and stakeholders.

Your Key Accountabilities

• Manage NZLT travel logistics, including accommodation, itineraries, meals and provide corporate travel system support
• Act as the first point of contact for Newmarket team members, visitors, and customers, coordinating visitor access, transport, parking, and passes to ensure a seamless and welcoming experience
• Manage office and facilities operations, including maintaining common areas, handling correspondence, managing supplies and equipment, and overseeing vendor relationships, office equipment, and food deliveries
• Coordinate and organise meetings, workshops, functions, staff meetings, and catering arrangements
• Manage access cards, locker allocations, and merchandise inventory, including branded clothing, PPE, and new starter packs
• Coordinate and manage communications, including screening, responding to, and delegating calls and correspondence with professionalism, accuracy, confidentiality, and timeliness
• Promote a safe and healthy work environment and contribute to continual improvement in quality and performance at Intellihub by complying with all relevant policies and procedures

You bring experience supporting senior leadership within a medium to large organisation, coupled with a high level of professionalism and the ability to maintain absolute confidentiality and discretion at all times. With a proactive, adaptable, and resilient approach, you thrive in fast-paced environments and enjoy staying one step ahead. You are solutions-focused, calm under pressure, and bring a positive attitude and sense of humour to your work and the wider team.

• Minimum 5 years’ experience in a corporate environment providing high-level support to senior leaders (CEO-level experience highly regarded)
• Advanced administrative skills with strong attention to detail and proficiency across Microsoft Office (Word, PowerPoint, Excel)
• Experience with systems such as SharePoint and SAP Concur (desirable, not essential)
• Highly organised with the ability to manage competing priorities and work autonomously in a fast-paced environment
• Strong interpersonal and stakeholder management skills, with the ability to engage confidently across all levels
• Proven ability to manage expectations and build trusted relationships with internal and external stakeholders

• We are open to flexibility in how this role is structured, with options for either full-time or 0.8 FTE (Monday to Thursday).
• We provide all our employees with free income protection, life, disability, and funeral insurance cover.
• Access discounted health insurance.