Personal Assistant

Purpose of the Role

We are an established and INZ-accredited drainage and plumbing company operating across Auckland, providing comprehensive drainage and plumbing services. With our growing business operations, we seek a dedicated Personal Assistant to join our professional team.

Key Responsibilities

1. Administrative and Executive Support

Manage and coordinate the Director’s calendar, appointments, and site visit schedules.

Prepare agendas, take minutes during management or project meetings, and follow up on action items.

Draft and manage correspondence, including emails, letters, and phone calls, on behalf of the Director.

Assist in preparing quotations, invoices, and tender submissions for plumbing and drainage projects.

2. Operational Coordination

Liaise with internal teams (office admin, plumbers, site supervisors) and external stakeholders such as suppliers, subcontractors, and clients.

Maintain and organise project files, job sheets, client records, and compliance documentation.

Assist with preparing progress reports, project summaries, and client proposals.

Ensure confidentiality and accuracy in all administrative records.

3. Time and Workflow Management

Plan and schedule the Director’s daily activities, meetings, and site inspections.

Prioritise urgent project-related tasks and help resolve scheduling conflicts.

Monitor key deadlines, permit submissions, and inspection schedules to ensure timely completion of projects.

4. Event and Travel Coordination

Organise company meetings, toolbox talks, and team training events.

Arrange travel and accommodation for the Director or staff attending out-of-town projects or trade events.

5. Office and Resource Management

Support smooth office operations by ordering supplies, managing service contracts, and coordinating equipment maintenance.

Assist in developing and improving office systems and administrative processes for efficiency.

Liaise with accountants or bookkeepers to ensure documentation is prepared for payroll and invoicing.

Key Skills and Attributes

Ø  diploma qualification or higher in Business Administration,  Management, or a related field is required.

Ø  You must have at least 2 years experience as a Personal Assistant or in a similar administrative role if you have no qualification.

Ø  Strong organisational and time-management skills.

Ø  Excellent written and verbal communication.

Ø  Attention to detail and ability to manage multiple tasks.

Ø  Proficient in Microsoft Office Suite (Word, Excel, Outlook).

Ø  Ability to work independently and maintain confidentiality.

Familiarity with similar industry administration is an advantage.