Secretary

Work Location: Unit 5, 21 Hurstmere Road, Takapuna, Auckland

Employment Type: Permanent, Full-time 

Hours of Work: Minimum 30 guaranteed hours per week up to 40 hours per week (Monday to Friday, standard business hours)

Pay Rate: $28.00 – $36.00 per hour

ABOUT THE ROLE

Due to ongoing practice expansion and growing client volume at our Takapuna accounting firm, we are seeking a reliable, detail-oriented, and highly organized Office Secretary to join our professional team. In this role, you will be the key point of contact for our clients and provide crucial administrative support to our practice accountants and directors, ensuring seamless daily office operations.

KEY TASKS, DUTIES & RESPONSIBILITIES

• Receive, filter, and direct incoming telephone calls and office emails.
• Draft, proofread, and dispatch routine correspondence and client notices (e.g., tax filing reminders and general updates).
• Maintain and update electronic appointment calendars for accountants and firm directors.
• Schedule client consultations, tax review meetings, and external advisory discussions.
• Sort, log, and distribute incoming correspondence, postal mail, and IRD notices to appropriate accounting team members.
• Maintain organized physical and electronic document filing systems for secure records retention and quick retrieval.
• Greet arriving clients and visitors, ascertain the nature of their business, and direct them to the appropriate person.
• Assist accountants with client intake administrative procedures, including gathering required identification documents.
• Take concise notes during internal staff meetings, track follow-up action items, and perform basic office administrative support.

MINIMUM SKILLS, EXPERIENCE & QUALIFICATIONS

• Qualification: A minimum of an NZQF Level 5 New Zealand Diploma in Business, Administration, Management, or a related field (or equivalent recognized qualification) is required.
• Work Experience: Prior experience in office administration or secretarial is preferred.
• Professional Skills: High level of proficiency in written and verbal business English; excellent organisational, multi-tasking, and time-management skills.
• Technical Skills: Proficient with MS Office Suite (Word, Excel, Outlook); familiarity with client management or office systems.
• Personal Attributes: Excellent client etiquette, high attention to detail, and absolute integrity in handling confidential client information.