Auckland - Executive Assistant

We are looking for a highly organised and proactive Executive Assistant to provide professional, day-to-day support to our Director across administrative, financial, and operational areas. This role is perfect for someone who thrives on variety, can manage multiple priorities, and is ready to take ownership of both business and team coordination.

What You’ll Be Doing:

• Manage and prioritise all forms of correspondence, including drafting and responding to emails, letters, and internal reports.
• Maintain and update confidential company files, documents, and business records in accordance with legal and policy standards.
• Liaise with lawyers, accountants, and other external parties on behalf of the Director.
• Assist in preparing, reviewing, and managing contracts and business documentation.
• Coordinate and verify payroll processes and employee wage information.
• Organise and maintain financial data, including coding and reconciliation within Xero accounting software.
• Prepare regular internal financial reports and summaries for management.
• Manage human resource administration tasks, including oversight of selected administrative staff.
• Communicate effectively with internal teams, retail staff, and external stakeholders including vendors and clients.
• Support day-to-day operations of company-owned retail outlets (ice cream and coffee shops) and act as a point of contact for store-related issues.
• Identify opportunities for administrative process improvements and contribute to system enhancements.
• Provide ad hoc support to the Director as needed.

What We’re Looking For:

• Minimum 3 years of experience in an Executive Assistant, Personal Assistant, or Senior Administrative Support role.
• Strong administrative and organisational skills with the ability to prioritise and multitask in a fast-paced environment.
• High level of proficiency in Microsoft Office Suite, especially Word, Excel, and PowerPoint.
• Demonstrated experience with Xero or similar accounting software.
• Excellent communication skills, both written and verbal, including the ability to draft professional reports and correspondence.
• Ability to work independently with initiative while also collaborating effectively across departments.
• Exceptional interpersonal skills and professional discretion.
• Strong judgement, attention to detail, and a solutions-focused approach.
• A proactive, intuitive work ethic and a willingness to go above and beyond.

Preferred Qualifications:

• A degree in business, HR, accounting, or a related field
• Experience in retail, hospitality, or multi-business environments
• Familiarity with payroll and accounting systems such as Xero
• Proficiency in Mandarin Chinese is an advantage for supporting communication with Chinese-speaking stakeholders