Project Coordinator & Assistant to the CEO

Employment Type: Part-time or Contract (hours negotiable, however, must include five mornings per week)

About Precycle NZ

Precycle NZ is a purpose-driven small business dedicated to helping organisations reduce waste, improve resource efficiency, and achieve real environmental impact. We’re a collaborative, innovative, and values-based team who take pride in delivering practical sustainability outcomes across New Zealand.

Our team values flexibility, professional growth, and an empowering work culture that encourages initiative and continuous learning.

Role Overview

While you won’t deliver projects yourself, you’ll be the key connector keeping everything organised, aligned, and running smoothly behind the scenes.

Key Responsibilities

• Plan schedules, set up appointments and manage the CEO’s inbox on a daily basis.
• Support the CEO’s prioritisation of tasks and daily objectives.
• Coordinate meeting logistics, prepare agendas, and take action notes or follow-ups.
• Draft correspondence, documents, and presentations on behalf of the CEO when required.

• Assist in making presentations, formatting and reviewing reports, quotes, proposals and other deliverables.
• Maintain internal records and systems to ensure all project information is up to date.
• Keep the office running smoothly by managing supplies and ensuring shared spaces are tidy, organised and professional.

• In consultation with the CEO, allocate the most suitable consultant or team member to manage each project.
• Agree key milestones with the Project Manager to ensure everyone in the team is on the right track.
• Track and manage project timelines from setup through to delivery and advise the CEO of progress regularly.
• Schedule client meetings and delivery dates within one day of project confirmation.

• Serve as the main point of contact for clients and partners, ensuring clear, timely, and professional communication.
• Onboard new clients, manage contracts, and prepare pre-delivery packages

Usual Hours of Work

This position is for approximately 15 hours per week, generally between 9:30 am and 6:00 pm from Monday to Friday. Work can be flexible throughout the day, but ideally includes some focused time each morning.

Who You Are

• Detail oriented and confident managing multiple priorities.
• Experience in personal/executive assistance, project coordination, or client services.
• Proficient in Google Workspace or Microsoft Office; experience with Canva, Asana, or similar tools an advantage.
• Strong written and verbal communication skills.
• Experience in financial administration or tracking is desirable.

• You will have had experience as a personal assistant or secretary, ideally (but not essential) in a small business so that you understand the pressures and nuances of working together in a small team, many of whom will be part-timers or contractors.

• Interest in sustainability and circular economy solutions.
• Collaborative and communicative with a problem-solving mindset.
• Adaptable to changing priorities.
• Self-motivated, responsible, and trustworthy.
• Proactive about improving systems and finding efficiencies.

• Hybrid working arrangements (where applicable).
• Opportunity to develop project and client management skills in a growing sustainability-focused company.
• Supportive and collaborative small-team culture.
• Meaningful work contributing to environmental, economic and community impact.
• Access to training and development opportunities regularly to help you upskill.