Personal Assistant

Executive/Personal Assistant

Company: GREENSTAR HOLDING LIMITED
Location: Auckland
Pay Rate: NZD $32 - 38 per hour
Employment Type: Full-time, permanent
Minimum Hours: At least 30 hours per week

About the Role

GREENSTAR HOLDING LIMITED is looking for a full-time Executive/Personal Assistant to support the Director in managing daily business operations.

The successful candidate will provide practical support to the Director and other professional staff by coordinating appointments, maintaining business records, assisting with supplier and inventory matters, preparing documents, handling enquiries and supporting internal communication. This position requires someone who can organise tasks efficiently, communicate clearly with different parties, and help the management team keep business operations running smoothly.

The Personal Assistant will be responsible for:

• Assisting the Director with the day-to-day coordination of business operations, including office and warehouse-related administrative matters.
• Preparing reports, memos, correspondence and other routine business documents.
• Researching and identifying new suppliers and reporting findings to the Director.
• Assisting with supplier-related communication and collecting product, pricing and delivery information for the Director’s review.
• Assisting with stock management records and processes to ensure inventory information is properly recorded and updated.
• Identifying issues with stock records or inventory processes and reporting them to the Director.
• Maintaining accurate inventory records and assisting with improvements to stock control and record-keeping systems.
• Processing incoming and outgoing mail, filing correspondence and maintaining accurate business records.
• Ensuring documents and correspondence are filed, stored securely and kept confidential.
• Maintaining and organising electronic documents, files and records relating to inventory, inward goods and outward goods.
• Assisting with files and paperwork in line with the Director’s requirements.
• Maintaining familiarity with company stock, products and new product updates.
• Attending business meetings, interviews and appointments on behalf of the Director when required.
• Maintaining diaries and arranging travel for the Director when necessary.
• Answering phone calls, handling enquiries, forwarding matters to the correct person and responding directly where appropriate.
• Liaising with office staff, warehouse staff, management, customers, suppliers and other relevant parties.
• Following up on matters assigned by the Director and escalating issues to the Director where required.

Requirements

The successful applicant should have:

• At least two years of relevant administrative, office support or assistant experience OR
• A relevant qualification at Diploma Level 4 or above OR
• A bachelor’s degree or higher qualification in any field may also be acceptable where the study has developed relevant management, analytical, organisational and communication skills.
• Strong organisational and communication skills.
• Good attention to detail and ability to maintain accurate records.
• Ability to work independently and follow the Director’s instructions.
• Good computer skills and experience with electronic filing or record management systems.