Executive Assistant, NZ Experience

About the Role

Pear Tree is hiring an Executive Assistant with professional New Zealand experience to provide high-level operational and communication support. This remote, full-time position focuses on enhancing executive efficiency by streamlining workflows, managing daily administrative requirements, and ensuring priority tasks are completed proactively. The role offers autonomy in handling diverse business domains, including project coordination, documentation, and light marketing support, while utilizing modern AI tools to optimize overall productivity.

Requirements

• The ideal candidate will have proven experience serving as an Executive Assistant, Operations Coordinator, or Senior Administrator, ideally with a background in property, facilities, or service-based businesses.
• Proficiency in Microsoft Outlook, SharePoint, Microsoft 365, and Xero is essential, along with a strong grasp of general business reporting systems.
• Candidates must demonstrate excellent written and spoken English, as the role demands frequent real-time interaction, voice notes, and verbal communication.
• Strong document preparation, presentation formatting, and templating skills are required to produce polished, professional output.
• Familiarity with AI tools for workflow improvement is highly valued, as is experience with LinkedIn and Squarespace.
• Preference will be given to those with knowledge of MyHR or property management systems like OPM.

Responsibilities

• Key responsibilities include managing the client's inbox through triage and prioritization, alongside structured calendar management using time blocking and scheduling discipline.
• You will be tasked with capturing and progressing important commitments, ensuring that open items are driven through to completion.
• The role involves preparing business documents, letters, and reports while coordinating recurring meetings, preparing agendas, and capturing action items to ensure accountability.
• You will also support team coordination and client reporting, which includes pulling data from internal systems and formatting recurring outputs.
• Additionally, you will assist with light digital tasks, such as updating website content in Squarespace, drafting and scheduling LinkedIn posts, and preparing proposals and presentation materials.
• You are expected to proactively manage the client's day and week, utilizing AI tools where appropriate to increase speed and accuracy across all administrative outputs.