Personal Assistant

Key Responsibilities:

1. Work closely with the Director to ensure smooth daily operations, providing administrative support, coordinating tasks, and facilitating effective team communication.
2. Assist in preparing reports, briefing notes, and service improvement recommendations to support decision-making and operational efficiency.
3. Maintain and organize confidential company files, both physical and digital, ensuring contracts, client agreements, and employee records are secure and easily accessible.
4. Attend meetings with internal staff, clients, and suppliers, taking minutes, summarizing key action points, and following up on tasks as required.
5. Schedule appointments, meetings, and site visits for the Director, staff, clients, and suppliers, ensuring optimal time management.
6. Manage incoming and outgoing communications, including emails, calls, and correspondence, ensuring all documents are accurately stored and tracked.
7. Screen phone calls, handle client and supplier inquiries professionally, and escalate issues to the Director when necessary.
8. Draft professional emails, letters, and documents, ensuring timely and accurate communication.
9.  Serve as the primary point of contact for clients and suppliers, maintaining strong professional relationships and ensuring prompt resolution of queries.
10. Support the Director with personal tasks or errands as required, ensuring discretion and professionalism at all times.

Skills & Experience Required:
Minimum NZQF Level 4 qualification (Diploma) OR At least 2 years of relevant work experience (Either qualification or work experience is requried)
Strong organizational and communication skills
Ability to multitask and maintain confidentiality

Additional Requirements
Full and clean driver’s licence
Ability to pass character checks
Willingness to undergo drug and alcohol testing
Availability to work on weekends and public holidays if required