NZ/AU Senior Executive Assistant - Dayshift Remote

Senior Executive Assistant Position: Senior Executive Assistant Salary: $1,500 - $3,000 Working Hours & Conditions: Full-time, NZ Hours Employment: Independent Contractor Role Overview We are seeking an exceptional Executive Assistant who will operate as a true Executive Business Partner to Head of Brand & Customer. This is not a traditional calendar-and-inbox EA role. The successful candidate will become the executive's right hand, taking ownership across project coordination, meeting preparation, marketing operations, communications, systems and processes, travel, inbox and calendar management, and personal administration. The core objective is to increase the executive's bandwidth by anticipating what needs to happen, solving problems independently, coordinating others, and ensuring important priorities continue moving without requiring constant executive oversight. The scope is deliberately broad and the ceiling is high. The more context, trust, and capability the successful candidate develops, the more they will own. Inbox, Calendar & Travel Management Maintain a highly organised and tightly triaged executive inbox Understand key contacts and how different communications should be prioritised and handled Ensure important emails are never missed, incorrectly filed, archived, or filtered Prepare draft responses and track messages requiring follow-up Plan and protect the executive's calendar 2–4+ weeks ahead Ensure calendar entries contain relevant context, agendas, interview notes, preparation links, and dial-in details Identify and resolve scheduling conflicts proactively Coordinate domestic and international travel end-to-end Research and present suitable travel and accommodation options Prepare comprehensive itineraries and supporting information Learn executive preferences and incorporate them into future planning Personal & Executive Administration Handle personal administration and logistics where required Coordinate bookings, appointments, and arrangements Conduct research and information gathering Prepare documents, reports, and presentations Maintain organised digital files and documentation Assist with ad hoc executive and personal requirements Project & Team Coordination Keep projects, deadlines, deliverables, and follow-ups on track across the team Maintain clear visibility over the status, ownership, and next actions for key initiatives Proactively follow up internal and external stakeholders Identify projects or deliverables that are beginning to stall and intervene early Coordinate cross-functional activity and ensure commitments are followed through Provide clear progress updates and escalate genuine risks where appropriate Take project-management responsibility away from the executive wherever possible Ensure the executive does not need to continually chase people for updates or outstanding actions Meeting Preparation & Executive Readiness Coordinate meetings and ensure the executive is fully prepared for important conversations Help set agendas based on current priorities and business context Prepare briefing notes, summaries, supporting documents, and relevant background information Gather information from team members and stakeholders ahead of meetings Ensure calendar entries contain relevant agendas, links, notes, and preparation materials Capture key actions and ensure post-meeting commitments are followed through Anticipate what information the executive will need before being asked Marketing & Production Operations Provide hands-on operational support across brand and marketing activities Coordinate marketing productions, campaigns, and related projects Source and communicate with suppliers and service providers Obtain, compare, and negotiate supplier proposals where required Research and vet talent, creators, partners, and external resources Conduct outreach and coordinate responses Maintain timelines, deliverables, documentation, and follow-ups Help solve practical problems that arise during marketing execution Systems, Processes & AI Workflows Identify recurring activities that can be turned into documented, repeatable processes Build and improve workflows for projects, reporting, inbox management, travel, and other recurring responsibilities Create templates, checklists, trackers, and operating systems Improve how information is captured, organised, and communicated Identify repetitive work that can be streamlined or automated Use AI tools to improve productivity, research, communication, and workflows Build practical AI-enabled processes where appropriate Use Notion or similar structured workflow tools to create visibility and accountability Continuously improve systems so recurring problems are solved rather than repeatedly managed Communications & Follow-Up Draft clear and professional communications on behalf of the executive Learn the executive's communication style and progressively prepare responses in her voice Proactively contact internal and external stakeholders to progress outstanding actions Follow up commitments, requests, and deadlines Prepare draft responses before they are requested Send routine communications on the executive's behalf where authorised Maintain a high standard of written communication across all interactions Overall you should anticipate routine administrative needs rather than waiting for them to be assigned Tools & Systems AI tools such as ChatGPT, Claude, or similar – strong capability required Notion (essential) or similar structured workflow/project management platforms Microsoft 365 / Google Workspace Email and calendar management platforms Project and task management tools Microsoft Excel / Google Sheets Communication and collaboration platforms Cloud-based document management systems D2B