Personal Assistant

Location/ Place of work – Tauranga

Wage/Salary- $ 32 per hour

Job Type – Permanent Full-time

Position – Personal Assistant

About the Role

The Personal Assistant to the Director provides administrative, secretarial, and operational support to ensure the seamless daily execution of the newspaper distribution network. This role serves as the primary liaison between the Director, the internal distribution team, and major external stakeholders like the NZME. The position requires organizational capability, proactive problem-solving for logistical disruptions, and strict confidentiality in handling payroll and performance tracking records.

Timings and Hours

Due to the nature of the job, you will be required to work from Wednesday – Sunday between the hours of 2am – 7am and then 7pm – 8pm. You may complete some of the work remotely (work from home).

Minimum guaranteed hours – 30/week. Maximum hours – 45/week.

Qualification/Work Experience

Applicant should have two to three years of experience in a similar position or supervisory/management experience.

Key Responsibilities

1. Internal Liaison & Operational Coordination

· Team Point of Contact: Act as the primary, central point of coordinator for the distribution team and director to streamline daily communication pathways.

· Staffing Contingency Management: Dynamically coordinate with the director sudden staff shortages to ensure all delivery routes remain fully operational.

· Logistical Emergency Response: Take immediate action to coordinate with the director alternative logistics if a staff member's vehicle is not working, safeguarding distribution timelines.

· Performance Communication: Forward daily performance reports directly to delivery staff and actively drive coordination between the Director and staff to ensure the resolution of operational issues.

· Supply & Inventory Coordination: Report to the Director regarding the availability of essential packing materials, specifically rubber bands and plastic bags for packing, managing communication between the Director and staff to resolve any shortages.

2. Diary, Meeting & Travel Management 

· Executive Calendar Management: Maintain and manage the Director’s scheduling operational briefings, driver meetings, and appointments.

· Meeting Preparation: Organize internal operational meetings, prepare agendas, compile briefing papers, and take accurate minutes and action items for the distribution team.

· Travel and Vehicle Fleet Coordination: Arrange local travel or transport logistics as and when requested by the director.

3. Correspondence, Data Management & Reporting

· System Data Integration: Efficiently import daily distribution and circulation data from the NZME and upload it directly onto the internal company system.

· External B2B Correspondence: Review, filter, and respond directly to incoming emails and operational inquiries from the NZME.

· Operational Reporting & Briefings: Continually monitor the distribution chain and immediately inform the Director of distribution logistics anomalies, including shortages of supply, incorrect assignment of lots, wrong delivery addresses, or instances where teams are unable to deliver.

· Call Screening & Inquiries: Answer incoming telephone calls, screen operational inquiries from the public or contractors, and handle routine requests before escalating them to the Director.

4. Mail Processing & Document Distribution

· Staff Documentation Processing: Oversee essential administrative workflows by printing required operational paperwork for distribution staff, preparing individual delivery schedule envelopes, and ensuring all personnel successfully receive their physical documents.

5. Confidential Recordkeeping, Finance & Administration

· Payroll & Performance Support: Maintain a high level of discretion while assisting with staff performance tracking and supporting the Director with accurate recordkeeping for payroll processing.

· Expense Tracking: Perform general administrative bookkeeping tasks, such as tracking invoices and receipts for operational supplies, vehicle maintenance, and distribution expenses.

You must be a New Zealand Citizen, Resident, or hold a valid visa with unrestricted full-time work rights in New Zealand.