About the role
Position: Executive Assistant / VA (Construction Industry)
Salary: up to PHP 75,000 per month
Working Hours & Conditions: Monday to Friday, 9:00 AM to 5:00 PM NZT
ROLE OVERVIEW
The company has two directors are hands-on operators — out on site, winning work, and delivering complex projects across New Zealand. To support their growing workload, they are looking for a sharp, proactive, and highly organised Virtual Assistant / Executive Assistant to manage the flow of day-to-day communications, keep jobs and compliance obligations on track, and ensure nothing falls through the cracks.
This is a critical support role in a business where missed deadlines carry real regulatory and commercial consequences. You will be set up with a NZ VoIP phone number, a professional company email address, and full access to relevant business systems including WorkflowMax and government tender portals. If you are a self-directed, detail-driven EA or VA who thrives in a fast-paced, high-stakes environment — this role was made for you.
Email & Communication Management (Top Priority)
- Triage and prioritise a high volume of daily emails across both directors' inboxes - Flag urgent items and draft professional responses to key correspondence on the directors' behalf - Ensure no important communication goes unanswered or unactioned
Calendar & Schedule Coordination
- Manage calendars for both directors, coordinating meetings, site visits, and deadlines - Keep both directors informed of upcoming priorities and time-sensitive commitments in advance
Job Workflow & Production Calendar
- Monitor the production calendar in WorkflowMax to track active jobs and upcoming project deadlines - Review newly accepted quotes and confirm all required documentation is in place within internal files - Notify relevant team members — including the workshop manager, admin team, council contacts, project managers, and sales — when new jobs are activated - Proactively flag potential scheduling conflicts or documentation gaps before they escalate
Compliance & Permit Monitoring
- Track asbestos job notifications and permit expiry dates across all active projects - Send timely reminders to the relevant team members to prevent compliance lapses or regulatory issues - Maintain an organised and up-to-date log of compliance obligations across active and upcoming jobs
Tender & Business Development Support
- Monitor government tender portals including GETS and other relevant platforms for suitable opportunities, alongside the internal QS - Summarise and flag relevant tenders for director review in a clear, concise format - Assist with the coordination of tender submissions as required
Ad Hoc Research & Administration
- Conduct research tasks as directed — such as evaluating timesheet systems, supplier options, or industry tools - Provide clear, well-structured summaries to support director decision-making - Handle general administrative tasks to keep day-to-day operations running smoothly
Requirements
- Minimum 2 years of solid, demonstrable experience as an Executive Assistant supporting multiple executives or directors within the Australian or New Zealand market - Background supporting directors or senior leaders in a trade, construction, or regulated industry environment - Familiarity with New Zealand compliance frameworks, permitting processes, or government procurement systems= - Experience with WorkflowMax or a comparable job/project management platform - Comfortable working with government procurement or tender portals (GETS or similar) - Strong written English with the ability to draft professional business correspondence and emails on behalf of senior leaders - Exceptional organisational skills — able to manage multiple priorities simultaneously without prompting - Experience monitoring and coordinating tender submissions in a support capacity - Comfortable working independently and remotely with minimal day-to-day supervision - Discreet, trustworthy, and professional — this role involves access to sensitive business and compliance information - Confident navigating digital systems and learning new platforms quickly
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