Personal Assistant - Wellington - ref. b3378815

• Liaising between the director and other staff on matters on matters relating to the organization's daily operations.
• Researching and preparing reports, briefing notes, correspondence, and other routine documents, including conducting research on services, pricing, and suppliers; drafting and sending WOF reminders to customers; making periodic reports on business activities; and replying to inbox emails from suppliers, customers, and others.
• Maintaining confidential files and documents, such as customer records, supplier agreements, and operational data.
• Attending meetings of the director with suppliers and acting as secretary as required, including taking and transcribing dictation of minutes or notes.
• Maintaining appointment diaries for the director, suppliers, and customers, and making travel arrangements such as planning tours, booking airfares, and accommodation for business-related trips.
• Processing incoming and outgoing mail, filing correspondence, and maintaining records, including sorting, classifying, and filing documents; entering and updating customers’ data into the record management system (SAM) via keyboards for further processing; entering services done into SAM for invoicing in print and/or by emails; making photocopies, scanning, and printing documents; and ordering office supplies while researching new deals and suppliers.
• Screening telephone calls and answering inquiries from customers, suppliers, and visitors in a friendly, polite, and helpful manner, including greeting and welcoming visitors and directing them to the appropriate persons.
• Recording details of appointments for booking in services, and recording information about inquiries and complaints, including resolving customer complaints and problems with services provided.
• Processing incoming and outgoing correspondence via digital platforms, such as following up and replying to inquiries and feedback from Facebook, Google Business, GoDaddy and updating posts and images on Facebook, website.
• Handling routine administrative tasks, such as assigning the daily tasks, invoicing via SAM, Xero, in support of the director.
• Supervise other staff as required on daily tasks.

• Relevant experience in a similar role;
• Proficient in verbal and written communication;
• Ability to build good interpersonal relationships.
• Proficient in MS Office skills, Google, and Facebook;
• Great attention to detail in everything you do;
• Well-developed time management skills;
• Strong organizational skills;
• Resilient and professional, quick thinking, solution focused;

The due date for application: 15/09/25