Executive Assistant - Part time (Parental Leave Cover - 12 months)
The typical hours of work for this position are 8.00am-12:00pm, Monday to Friday, though depending on the day-to-day needs of the role some flexibility may be required
To commence: September 2025
Are you a confident communicator who can exercise independent judgment and discretion?
You will need excellent organization skills in order to prioritise, and effectively manage, a wide-ranging workload providing professional, efficient and pro-active secretarial and administrative support to the Chief Executive and Global Senior Leadership team.This includes full diary management, travel organization, management of correspondence, and liaison with internal and external stakeholders.
Representing the Chief Executive both internally and externally, you will provide a liaison between the Chief Executive, external stakeholders and the wider Vista Group team. As such, your ability to develop and maintain good professional working relationships with people, at all levels across the company and externally, is essential.
Your responsibilities will include- Act as a key partner and extension of the CEO, providing high-level calendar, email, and priority management to maximise impact and focus.
- Support the CEO by coordinating internal engagement activities (such as town halls, site visits, and 1:1s), serving as a trusted sounding board on people, process, and organisational matters, and priorities to maximise leadership impact.
- Act as a central conduit for communication between the CEO, GSLT, Board, and wider organisation, ensuring alignment on decisions, context, and priorities, and facilitating the creation and follow-through of strategic meeting agendas, supporting documentation, and action items.
- Maintain structured tracking for strategic initiatives and leadership decisions, provide weekly updates, and ensure accountability for key follow-up actions from GSLT meetings.
- Provide administrative support, including expense management and ad hoc assistance to Board and GSLT members.
- Oversee logistics for meetings, tradeshows, and events (including travel bookings), assist in preparing and distributing Board and GSLT documents, and support Investor Relations by scheduling meetings and managing roadshow logistics.
- Liaise effectively with internal stakeholders, Board members, and external partners to streamline information flow and support the organisation's operational effectiveness.
- Support the drafting of internal communications, presentations or documents for CEO messaging or key updates as required.
Requirements
Qualifications and experience:
- At least 7 years' experience in a similar role within a dynamic business
- New Zealand citizen or New Zealand resident or holds a current New Zealand work permit
For this particular role, we are currently only considering applicants with the right to live and work in New Zealand without the need for employer sponsorship.
Skills, Knowledge, Abilities and Personal Attributes:
- Excellent knowledge of MS Office (Outlook, Word, Excel, PowerPoint)
- Attention to detail and high level of accuracy
- A positive “can do” attitude, with a willingness to act on own initiative as well as being an effective team member
- Experience managing multiple diaries
- Ability to develop and maintain good professional working relationships with people at all levels across the company and externally
- Confident, positive personality and excellent interpersonal skills
- Customer focused, with a friendly, professional and clear telephone manner
About Vista
Vista is a world-leading company that makes software for the cinema industry. Started in Auckland, New Zealand, over 25 years ago, we now serve cinemas, film distributors, and moviegoers worldwide.
Our HQ is in the City Works Depot in Auckland. We use the latest technologies and offer a fun, agile and collaborative environment. We continue to innovate and build our reputation as one of the best Kiwi tech companies to work for.
Shared Standards
Our Shared Standards act as a compass for how we work together and reflect the behaviours we value at Vista Group. The way in which each member of our crew embodies these Shared Standards is an indicator for performance and success, as it aligns with our vision and strategy.
One Crew
We're a diverse team, in different places and functions, and we're at our best when we connect, help and collaborate.
Shine a Light
We communicate openly, we explain the why, and we ask when we don't understand. We don't leave people in the dark.
Make it Happen
We make good things happen as people and as teams through our focus on delivery.
Chase Great
We challenge ourselves and each other to keep improving.
Benefits
You will be supported to continually learn and improve your tech skills, share knowledge and ideas in the team, and be part of a dynamic and open culture.
We have a range of benefits that include:
- Excellent work/life balance
- Volunteer day, enhanced paid parental leave and wellness benefits
- Strong mentoring & career development focus
- Fun team events including the Vista Innovation Cup
If you enjoy a challenge and working in a dynamic and collaborative team, you’ll love working at Vista.
We value inclusivity celebrate diversity and are committed to offering equal opportunity to our staff and candidates — regardless of gender, age, race, ethnicity, marital status, disability, sex, sexual orientation, religious, ethical beliefs or political opinion.This commitment is reflected in all our employment policies and procedures.