Position: Executive Assistant / VA (Construction Industry)Salary: up to PHP 75,000 per monthWorking Hours & Conditions: Monday to Friday, 9:00 AM to 5:00 PM NZTROLE OVERVIEWThe 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' inboxesFlag urgent items and draft professional responses to key correspondence on the directors' behalfEnsure no important communication goes unanswered or unactionedCalendar & Schedule CoordinationManage calendars for both directors, coordinating meetings, site visits, and deadlinesKeep both directors informed of upcoming priorities and time-sensitive commitments in advanceJob Workflow & Production CalendarMonitor the production calendar in WorkflowMax to track active jobs and upcoming project deadlinesReview newly accepted quotes and confirm all required documentation is in place within internal filesNotify relevant team members — including the workshop manager, admin team, council contacts, project managers, and sales — when new jobs are activatedProactively flag potential scheduling conflicts or documentation gaps before they escalateCompliance & Permit MonitoringTrack asbestos job notifications and permit expiry dates across all active projectsSend timely reminders to the relevant team members to prevent compliance lapses or regulatory issuesMaintain an organised and up-to-date log of compliance obligations across active and upcoming jobsTender & Business Development SupportMonitor government tender portals including GETS and other relevant platforms for suitable opportunities, alongside the internal QSSummarise and flag relevant tenders for director review in a clear, concise formatAssist with the coordination of tender submissions as requiredAd Hoc Research & AdministrationConduct research tasks as directed — such as evaluating timesheet systems, supplier options, or industry toolsProvide clear, well-structured summaries to support director decision-makingHandle general administrative tasks to keep day-to-day operations running smoothlyRequirementsMinimum 2 years of solid, demonstrable experience as an Executive Assistant supporting multiple executives or directors within the Australian or New Zealand marketBackground supporting directors or senior leaders in a trade, construction, or regulated industry environmentFamiliarity with New Zealand compliance frameworks, permitting processes, or government procurement systems=Experience with WorkflowMax or a comparable job/project management platformComfortable 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 leadersExceptional organisational skills — able to manage multiple priorities simultaneously without promptingExperience monitoring and coordinating tender submissions in a support capacityComfortable working independently and remotely with minimal day-to-day supervisionDiscreet, trustworthy, and professional — this role involves access to sensitive business and compliance informationConfident navigating digital systems and learning new platforms quickly
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
