About The Role

Working Hours & Conditions : New Zealand Business Hours
Holidays : Public holidays in NZ

ROLE OVERVIEW

The Executive Assistant (EA) serves as the primary operational partner to the business owner, managing executive calendars, email communications, daily workflows, and administrative execution. Reporting directly to the Business Owner/Founder, the candidate will create structured systems that free up executive capacity and drive administrative momentum for key initiatives, including the rollout of AIO Kids.

RESPONSIBILITIES

Executive & Calendar Support

Manage the founder's calendar and day-to-day schedule
Coordinate meetings, appointments, and competing priorities
Schedule meetings and ensure relevant attendees and information are organized
Provide reminders for important meetings, deadlines, and commitments
Help protect the founder's time by maintaining a structured and prioritized schedule

Inbox & Communication Management

Organize and prioritize incoming emails
Identify urgent or high-priority communications requiring attention
Draft and coordinate routine responses where appropriate
Track outstanding communications and ensure follow-ups are completed
Help prevent important messages, opportunities, or actions from falling through the cracks

Meetings & Follow-Up

Coordinate internal and external meetings
Prepare agendas, summaries, outlines, and supporting information where required
Capture key actions and follow-up requirements
Track outstanding actions after meetings
Coordinate communications with clients, partners, and other stakeholders

Workflow & Business Organization

Help maintain a clear and structured workflow across the business
Organize priorities, tasks, deadlines, and outstanding actions
Develop simple systems and processes to improve day-to-day efficiency
Maintain organized digital files and business documentation
Identify opportunities to streamline repetitive administrative tasks
Help create greater visibility over what needs to happen, by when, and by whom

Special Project & Content Support

Provide administrative support for the rollout of new product and content initiatives
Assist with organizing and coordinating content
Maintain relevant documentation, resources, and project information
Track timelines, actions, and outstanding deliverables
Support communication and coordination associated with company initiatives
Help ensure content and administrative tasks progress according to plan

Documentation & General Administration

Prepare summaries, outlines, templates, and basic business documents
Format and organize existing information into clear, usable documents
Maintain spreadsheets, trackers, and administrative records
Assist with research and information gathering where required
Provide general administrative support across changing business priorities

QUALIFICATIONS

Previous experience as an Executive Assistant, Personal Assistant, Senior Virtual Assistant, or similar
Excellent organizational and time-management skills
Strong calendar and inbox management experience
Excellent written and verbal English communication
Strong attention to detail
Ability to manage multiple priorities simultaneously
Confident working independently in a remote environment
Proactive approach to identifying and completing tasks
Strong digital and technology capability
Ability to handle confidential information professionally
Comfortable supporting a fast-moving founder or business owner