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Title:  Executive Assistant

Job Number:  8671
Location: 

Parnell, NZ

About John Holland

 

We’re all about transforming lives by finding solutions to complex challenges across a wide range of industries including infrastructure, property, rail, building and water projects in Australia, New Zealand and South East Asia.  

 

 

From the epic, to the intimate, everything we do improves life for someone, somewhere. It gives our business momentum and means we approach things a little differently.

 

 

While our competitors talk about what they do, we focus on why we do it. We transform communities to make them easier to move around, more connected and better to live in.

 

 

Are you up for the challenge?

 

About the role

 

We are currently looking for an Executive Assistant to support the Executive and Project team. Based at the Parnell office this role will provide administrative support, which may include managing the day-to-day activities of the Executive or team, inclusive of diary management/scheduling, communications, reporting, records management, procurement, accounts/invoices, traveling & logistics, and purchasing. Assistance may also be required in client relationship management including VIPs, events, and management meetings.

 

 

We are looking for a self-starter with exceptional communication and organisations skills. You must be comfortable building strong relationships with key stakeholders at all levels and committed to a high level of customer service.

 

 

 

Responsibilities of the role include:

 

  • Manage the day-to-day activities of the Executive and broader team
  • Oversee and coordinate Executive diaries, which will include scheduling and calendar planning
  • Monitor and respond to communications on behalf of the Executive
  • Provide administrative support, such as preparation of correspondence, presentations, marketing material, and reports for current and potential customers
  • Develop and maintain the records management system, ensuring that information is accurate, up-to-date and stored safely
  • Manage financial records such as expenses, invoices, and purchase requisitions.
  • Coordinate all aspects of internal and client meetings, preparing agendas, typing minutes, and distributing to the relevant stakeholders
  • Coordinate travel (including international) and accommodation arrangements
  • Provide accurate information and customer service to the client, external vendors, subcontractors, and community stakeholders.
  • Exercise use of basic software, such as Microsoft applications and other systems

 

To be successful in this key role, you must have:

 

  • Certificate II, III, or IV in Business Administration
  • 3-5 years’ experience in an office environment
  • Experience providing support at an executive level
  • Basic knowledge of accounting, data, and administrative management practices
  • Proficient computer skills and knowledge of relevant software such as Microsoft Office Suite
  • Strong communication & Interpersonal skills; must be comfortable communicating and presenting with stakeholders at varying levels
  • Ability to build strong relationships both internally and externally and ability to influence and manage conflicts

 


As part of the team, you help us deliver on our promise to transform lives. Your success is reflected in ours, so we’re committed to being an employer of choice. We pride ourselves on having a diverse and inclusive workplace, as different perspectives and ideas will deliver our long-term success. 

 


We’ll do all we can to help you develop your skills, and make a difference, right from the start. We have a flexible workplace and focus on all aspects of your physical and mental health and safety. We want you to be with us for the long term, so providing you with rich career experiences and ongoing development is our priority. 
 


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