Part-Time Personal Assistant

Job Description

Part-time and flexible - school hours or 3–4 days considered Right-hand support to a CEO with real ownership and autonomy Shape the role, improve the systems, laptop provided Te whiwhinga mahi | The Opportunity A well-established, purpose-led Auckland organization is looking for a part-time Personal Assistant to support its Chief Executive. This is a people-first environment where the administration, coordination and paperwork sit behind work that genuinely matters. The organization is evolving - expanding programmes, developing its model of care and exploring new revenue streams - and needs someone to create capacity at the top. He aha koe e whiwhi ai? | What's in it for you? A competitive salary, discussed with you confidentially Part-time hours with genuine flexibility - shorter days or a school-hours pattern, potentially across three to four days per week Friday is the least important day for coverage Laptop provided Close working proximity to the CEO and a small, collaborative team An environment where people feel valued, supported and appreciated Real scope to shape how the role works and improve the systems around it This is the right-hand role to a Chief Executive whose focus is increasingly on strategy, stakeholder relationships and organizational development. You'll take ownership of the diary and a high-volume inbox, bring order to competing priorities, and make sure decisions and actions actually land. There's a strong governance element too - Board and subcommittee coordination, Board packs, minutes and action tracking - alongside reporting and process improvement. You'll also lend a hand to the wider team in marketing, fundraising and volunteer coordination when capacity allows. Proactively manage the CEO's diary, including internal, Board and external stakeholder meetings Triage a high-volume inbox - identify priorities, summarize key information and flag what needs attention Draft correspondence and responses in the CEO's preferred style, and follow up outstanding actions with internal and external stakeholders Coordinate Board and subcommittee meetings, prepare and collate Board packs, and support minutes using BoardPro and transcription/AI tools Transfer actions into Trello, monitor progress against deadlines and chase them through to completion Collate monthly team, clinical and management reporting, and maintain dashboards and spreadsheets that give visibility of priorities and progress Support fundraising and grant administration - donor CRM updates, receipts and acknowledgements, thank-you correspondence, and grant and accountability trackers Identify opportunities to streamline administration, reduce duplication and move manual processes to digital systems Background in a PA, executive support, administration or coordination role, ideally supporting a senior leader Strong organizational and time-management skills, with the ability to prioritize competing demands and work independently Excellent attention to detail and accuracy across documentation, reporting and deadlines Confident written and verbal communication, including summarizing information clearly and drafting professional correspondence Strong Microsoft 365 skills, particularly Outlook, Teams, Word and Excel, and confidence using digital tools to improve systems Sound judgement and discretion with sensitive and confidential information Familiarity with BoardPro, Trello, CRM systems or Xero is advantageous, though not essential #J-18808-Ljbffr