Executive Assistant

HD Geo Limited is a boutique geotechnical and contaminated-land consultancy known for being technical yet uncomplicated, delivering high-quality work with clarity and professionalism.

We’re looking for a capable and calm Executive Assistant to support our Managing Directors in keeping the business organised, focused, and moving forward. This role is permanent and will be based at our Hamilton office, located at12 Vialou Street, Hamilton 3204.

We guarantee a minimum of 30 hours per week, Monday – Friday. Remuneration ranges from $32 - $35 per hour.

The successful applicant must have a minimum of 3 years relevant work experience or a relevant qualification at diploma level or higher.

Your role is to create space for leadership to focus on strategy and delivery by managing the inbox, calendar, and follow-through of commitments. You’ll coordinate a range of tasks that keep HD Geo operating smoothly, including:

• undertaking actions and completing tasks set by the managing directors.
• organising meetings, calendars and inboxes of the managing directors.
• liaising with staff on matters relating to the organisation's operations, implementing follow up actions and deadlines.
• liaise confidently with clients on behalf of the managing directors.
• research, coordinate and prepare reports in conjunction with the wider team.
• maintain confidential files and documents, including compliance documentation.
• attending internal and external meetings with the managing directors, and acting as secretary.
• book travel arrangements for staff.
• use Microsoft 365 tools (Outlook, Teams, SharePoint, Planner) to manage communication and tasks.
• answering telephone calls and/or inquiries on behalf of the managing directors
• ensuring client-specific documentation requirements are met and records maintained as directed.
• look for opportunities to improve processes while keeping focus on the core purpose of the role — creating space and structure for effective leadership.