Personal Assistant

Haarav Contracting Ltd, Paraparaumu

We are a growing company and to handle the inreased workload, we are looking for a Personal Assistant for assist our Director.

Full-time permanent role -

• Manage the Director’s calendar by scheduling appointments, coordinating meetings, and ensuring all commitments are efficiently organized.
• Liaise effectively with internal staff and external partners on matters related to the company’s day-to-day operations.
• Communicate professionally with clients, courier companies, and delivery partners on behalf of management to maintain strong business relationships.
• Prioritise and manage daily administrative tasks, including preparing reports, presentations, meeting agendas, and other essential documentation.
• Prepare, organise, and maintain company records such as driver employment contracts, invoices, delivery manifests, and expense reports.
• Handle all confidential information with discretion while maintaining well-structured digital and physical filing systems.
• Assist in coordinating courier driver rosters, route planning, and vehicle allocations to ensure smooth delivery operations.
• Attend meetings and act as secretary when required, recording minutes and following up on action items.
• Take dictation and prepare correspondence, reports, and other communications on behalf of the Director.
• Maintain appointment diaries and arrange travel itineraries, accommodation, and transport as needed.
• Process incoming and outgoing correspondence, manage mail distribution, and maintain comprehensive record systems.
• Screen telephone calls, respond to inquiries, and redirect communications appropriately.
• Supervise other staff if and when required.
• Assist the Director with occasional personal errands to ensure a seamless balance between professional and personal commitments.

Required Skills and Qualifications:

• A Diploma or higher qualification in Business Administration or Office Administration or Executive Assistance, or a related field or Bachelors degree in any discipline
• Proven experience as a Personal Assistant or Executive Assistant would be advantageous.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize, and work under pressure.
• Proficiency in Microsoft Office Suite and other productivity tools
• Strong attention to detail and ability to manage confidential information.
• Proactive, resourceful, and a problem-solver with a positive attitude.
• Ability to adapt to a constantly changing environment.
• A high level of professionalism and discretion