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Open nowPosted 164 days ago

Executive Assistant (Construction, New Zealand Market) - 204

Workable (global search)108,016 open roles

Where
Philippines
Work mode
Remote
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Your applicationOpen nowExecutive Assistant (Construction, New Zealand Market) - 204Workable (global search) · Philippines

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The clock on this job

Early applications get read.

7.9% of postings close within 7 days. Measured by our own scanner across the market. Workable (global search) postings stay open a median of 7 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 7.9%7 days
  4. 14.9%14 days
  5. 34.0%30 days
This job: posted 164 days ago

Workable (global search) median: 7 days open

The posting

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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