Executive Assistant to Managing Director – Fixed Term

We’re looking for an experienced Executive Assistant to become the trusted right hand to the Managing Director of a growing New Zealand engineering consultancy.

This is a genuine EA role — not an administration position. You’ll be supporting a high-energy, entrepreneurial MD who operates at pace, has plenty of ideas and needs someone who can stay one step ahead, create structure and make sure things actually get finished.

The business works across complex building, infrastructure and development projects and has built a strong reputation for its technical expertise, progressive approach and strong client relationships.

The Role

You’ll work closely with the Managing Director across both business and, as trust develops, some personal matters.

Key responsibilities include:

• Managing and protecting the MD’s diary, inbox, time and priorities
• Tracking actions and ensuring they are followed through to completion
• Anticipating what’s coming and proactively removing obstacles
• Turning ideas and conversations into clear actions and outcomes
• Preparing communications, reports, summaries and briefing notes
• Liaising with the Leadership Team, Board and external stakeholders
• Acting as a trusted point of contact when the MD is unavailable
• Attending relevant meetings and ensuring actions are captured and completed
• Supporting external business and investment activities where required
• Identifying smarter systems, processes and ways of working
• Gradually taking ownership of trusted personal matters, appointments and coordination
• Handling confidential business and personal information with discretion

The role is specifically designed to reduce noise around the Managing Director, protect his time and keep priorities moving.

About You

We’re looking for a genuine career EA who understands what it takes to support a busy senior leader.

Ideally, you’ll bring:

• 5+ years’ experience in an EA, PA or senior executive support role
• Previous experience directly supporting an MD, CEO, founder or senior executive
• Exceptional organisation, foresight and initiative
• A natural ability to anticipate what needs to happen next
• Strong follow-through — you pick things up and make sure they get finished
• Resilience and the ability to work well with a direct, fast-paced personality
• High emotional intelligence and an ability to read the room
• Confidence making sensible judgement calls independently
• The ability to recognise when your executive is overloaded and proactively step in
• Strong communication skills and confidence with senior stakeholders
• Absolute discretion and confidentiality
• A practical, hands-on attitude and good sense of humour

Forward thinking, calmness under pressure, strong organisation and the ability to work independently are all central to the position.

Systems

You’ll be confident using Microsoft systems, including Outlook, Word, Excel, Teams, OneDrive and SharePoint.

The business also uses Monday.com and Mango, and they would particularly value someone interested in AI, process improvement and finding smarter ways of working.

Hours & Flexibility

There is genuine flexibility around how the approximately 30 hours are structured, including:

• Around 9am–3pm, five days per week
• Four fuller working days
• Flexibility around family commitments
• Ideally at least three days per week in the Ponsonby office
• Ability to work from home 1–2 days where appropriate
• Potential for up to 40 hours for an exceptional candidate

The current EA is planning to finish around 1 October 2026, with an ideal start approximately three weeks beforehand to allow for a thorough handover.

The position is initially fixed term until January 2028; however, with the continued growth of the business, there is genuine potential for further opportunities beyond this.

If you’re an experienced EA who thrives on being the person behind the scenes making sure everything happens, we’d love to hear from you.