Executive Assistant

Career Development

• Attractive Package
• Friendly and Supportive Team

O matou korero / Our story:

The joining of Fliway and Supply Chain Solutions brings together two industry leaders to create a powerhouse in logistics and supply chain innovation. Combining Fliway's strong national network, advanced technology, and proven freight and delivery capabilities with SCS's deep expertise in contract warehousing, IT integration, and customised solutions, we now offer truly end-to-end supply chain services.

With smart digital systems, real-time visibility, and tailored strategies, our united team is redefining what efficient, agile, and customer-focused logistics look like in New Zealand. Join us as we shape the future of supply chain excellence.

About the role:

The EA acts as a strategic partner to the CEO and senior leadership team, anticipating needs, prioritising tasks, and proactively addressing challenges to enhance productivity and effectiveness. Additionally, the EA plays a critical role in supporting business initiatives, ensuring timely execution of key projects, and maintaining operational efficiency.

Key Responsibilities:

Administrative Support:

• Manage and maintain executive calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare reports, presentations, correspondence, and other documents as required.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Draft and edit documents for accuracy and professionalism.

Meeting and Event Coordination:

• Organise and coordinate executive meetings, board meetings, and off-site events.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Arrange logistics such as venue bookings, catering, and technology support.

Project and Task Management:

• Assist in the planning and execution of projects led by the executive.
• Track project timelines, deliverables, and progress to ensure deadlines are met.
• Conduct research and provide summaries to support decision-making.

Communication and Liaison:

• Act as a primary point of contact between the executive and internal/external stakeholders.
• Foster professional relationships with key business partners and clients.
• Ensure smooth communication flow within the organisation by relaying messages and directives.

Personal assistance to the CEO:

• Supporting with ad hoc errands such as coffee & lunch runs
• Supporting with the organisation of personal events and family commitments
• Booking flights, hotels, and itineraries for personal travel
• Scheduling personal medical and wellbeing appointments

Office and Resource Management:

• Oversee office operations, ensuring the leadership team's workspace is organised and equipped.
• Support with the facilities management of Westney Road and Tidal Road facilities
• Manage expense claims, invoices, and budget-related tasks.
• Coordinate with IT and other support teams to ensure smooth office functionality.

What We Offer:

• Full Time position, 40 per week, Monday to Friday between 8:00am and 5:00pm and in Auckland!
• Opportunities for growth and advancement within a dynamic logistics/Transport environment
• A supportive team culture focused on safety, reliability, and effective communication.

What you Bring:

• Bachelor's degree in business administration, communications, or a related field (preferred but not required).
• 5+ years of experience as an executive assistant or in a similar high-level administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Excellent organisational and time-management skills with strong attention to detail.
• Strong verbal and written communication skills.
• Ability to work independently and handle multiple priorities effectively.
• Discretion and ability to handle confidential information with professionalism.
• Adaptability and ability to thrive in a fast-paced environment.
• Strong problem-solving skills and proactive mindset.

Are you ready to step into a world of opportunities and excitement in the logistics industry? At Fliway SCS, not only will you work alongside a fantastic team, but you'll also enjoy competitive pay, exclusive access to holiday homes, discounted healthcare benefits, and the pride of being part of a 100% New Zealand owned transport and logistics company.

At Fliway, we're not just a company; we're a values-driven organization built on pillars that guide our every action: Safety, Service, Pride & Profit.

To apply for this vacancy, you MUST be eligible to work in NZ.