Executive Assistant

Talent Right is proud to partner with Astro Hospitality to recruit an experienced, proactive Executive Assistant to support their Managing Director.
 
This is a role for someone who is a natural self-starter, highly motivated and has lots of initiative. You will be a proactive person who takes the lead, pre-empting what tasks need to be completed way ahead of time.
 
You will be supporting a Director who is time poor, moves fast and expects exceptional delivery, so we need an EA who is a true task master, someone who action's tasks quickly and follows up to ensure all delegated items are completed and closed off.
 
You will be the Director's right hand person, someone he can rely on to get the job done and you will also be confident to chase him up and remind him of outstanding items making sure nothing slips through the net.
 
You will be the kind of person who sends the follow-up message, closes the loop, and works out what is needed before it is requested. If you are uncomfortable telling a Managing Director he has incomplete tasks or needs to provide you with more information so you can complete your work, this role is not for you - confidence is key!
 
About Astro Hospitality
 
Astro Hospitality is a New Zealand supplier of hotel and motel products, servicing the hospitality industry nationwide with everything from linen, bedding, and toiletries through to appliances, cleaning products, and food and beverage supplies.
 
The business is built on responsiveness, with same-day dispatch on orders placed before 4:00 pm and next-day delivery across New Zealand. It is a compact, growing team where an EA sits side by side with the Managing Director and has genuine visibility across the business.
 
About the Role
 
Reporting directly to the Managing Director, you will own his inbox, calendar, and priorities, and make sure things that need to happen actually happen.
 
You will liaise with the Director both via email and WhatsApp, so we need excellent written and verbal communication. You will receive a lot of voice notes back and forth, so clear spoken English and a fast, reliable response habit matter as much as written accuracy. When the Managing Director sends you something, he needs to know it is handled without having to check.
 
Beyond the diary, you will facilitate the weekly management meeting: running the agenda, taking minutes, capturing actions, and following up the management team to ensure tasks are completed.
 
You will also pull together the monthly all-hands meeting agenda/presentation, which means chasing content from different people and building it into something polished using MS PowerPoint.
 
Over time there is scope to take on light sales support, including preparing quotes, as the Managing Director consolidates more of his workflow, this will involve using Hubspot  (CRM) and Netsuite (ERP) and from time to time you will need to use the internal HR System (My HR) - training provided.
 
The outgoing EA is staying on to complete a proper handover, so you will not be starting blind.
 
A note on hours. You will work New Zealand business hours, 8:00 am to 5:00 pm NZT. In the Philippines that is roughly 3:00 am to 12:00 pm during New Zealand daylight saving, and 4:00 am to 1:00 pm outside it. This is an early start and worth thinking through honestly before you apply. Outside those hours, the Managing Director may send messages as things occur to him, but there is no expectation you respond until you next start work.
 
Key Responsibilities

• Manage the Managing Director's inbox, calendar, and appointments
• Organise internal and external meetings on his behalf
• Facilitate the weekly management meeting, taking minutes, recording actions, and following up on outstanding tasks
• Collate and build the monthly all-hands presentation, chasing content from contributors
• Coordinate flights, accommodation, transport, and travel itineraries
• Prepare presentations, reports, meeting documents, and internal communications
• Organise company events, team days, staff gifts, and recognition initiatives
• Liaise with suppliers, customers, and external partners, including phone calls on the Managing Director's behalf
• Maintain company processes, procedures, trackers, and shared documents
• Support key projects with follow-ups and action tracking
• Handle confidential information with discretion

The Ideal Candidate
 
The non-negotiable

• Confident holding your own with a Managing Director and senior managers
• Comfortable following people up, including upward, and asking again when something has not been done
• Tenacious and a genuine finisher

Working style

• Thinks ahead and anticipates what will be needed rather than reacting
• Strong common sense and initiative
• Exceptionally organised, with real attention to detail
• Reliable follow-through, so nothing needs chasing twice
• Calm, professional, and discreet

Communication

• Excellent spoken and written English, with clear pronunciation for voice notes and phone calls
• Comfortable with WhatsApp as a primary day-to-day channel

Technical

• Strong across Microsoft Office, particularly PowerPoint, and OneDrive
• Tech-savvy and quick to pick up new platforms
• Exposure to HubSpot, NetSuite, or HR platforms is useful but not essential, as these are intuitive and training is provided

Three to five years of Executive Assistant experience is ideal, supporting a director or senior executive based in New Zealand, Australia, the United States, or Canada. Industry background does not matter.
 
Why Astro Hospitality?

• 13th month pay
• Monthly internet allowance
• Full-time, permanent, work-from-home role
• Direct working relationship with the Managing Director and exposure across the whole business
• A structured handover from the outgoing EA
• Scope to broaden the role over time into sales support and project work

How to Apply
 
If you are an experienced EA who is organised, tenacious, and genuinely comfortable holding a senior person to account, we want to hear from you.
Please submit your CV and a brief cover letter outlining why you would be a strong fit for Astro Hospitality.