{"id":630636,"url":"https://alion.io/job/d2b-nzau-senior-executive-assistant-dayshift-remote","title":"NZ/AU Senior Executive Assistant - Dayshift Remote","company":{"id":709562,"name":"Pear Tree","domain":"pear-tree.com","url":"https://alion.io/company/pear-tree","size_band":null,"is_staffing_agency":true,"employer_type":"agency","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":76,"open_postings":129,"ghost_share":0,"stale_share":0.961,"repost_share":0,"time_to_fill_p50_days":26,"computed_at":"2026-10-20T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Manila, Philippines"],"countries":["PH"],"hiring_countries":["PH"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":10500,"max_usd":21000,"period":"year","method":"role_seniority_country_cell","sample_n":10},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"ChatGPT","optional":false},{"name":"Claude","optional":false},{"name":"Google Sheets","optional":false},{"name":"Google Workspace","optional":false},{"name":"Microsoft Excel","optional":false},{"name":"Notion","optional":false}],"status":"live","first_seen_at":"2026-09-08T00:00:00Z","employer_posted_date":"2026-09-08","last_verified_at":"2026-10-20T10:28:31Z","board_verified":true,"closed_at":null,"days_open":42,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":42},"description":"Position : Senior Executive Assistant \nSalary : $1,500 - $3,000\nWorking Hours & Conditions : Full-time, NZ Hours\nEmployment : Independent Contractor\nRole Overview\nWe are seeking an exceptional Executive Assistant who will operate as a true Executive Business Partner to Head of Brand & Customer.\nThis 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.\nThe 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.\nThe scope is deliberately broad and the ceiling is high. The more context, trust, and capability the successful candidate develops, the more they will own.\nKey Responsibilities\nInbox, Calendar & Travel Management\nMaintain a highly organised and tightly triaged executive inbox\nUnderstand key contacts and how different communications should be prioritised and handled\nEnsure important emails are never missed, incorrectly filed, archived, or filtered\nPrepare draft responses and track messages requiring follow-up\nPlan and protect the executive’s calendar 2-4+ weeks ahead\nEnsure calendar entries contain relevant context, agendas, interview notes, preparation links, and dial-in details\nIdentify and resolve scheduling conflicts proactively\nCoordinate domestic and international travel end-to-end\nResearch and present suitable travel and accommodation options\nPrepare comprehensive itineraries and supporting information\nLearn executive preferences and incorporate them into future planning\nPersonal & Executive Administration\nHandle personal administration and logistics where required\nCoordinate bookings, appointments, and arrangements\nConduct research and information gathering\nPrepare documents, reports, and presentations\nMaintain organised digital files and documentation\nAssist with ad hoc executive and personal requirements\nThis has to be flawless. Nothing missed, lost, mis-filed, or accidentally archived or sent to spam. Inbox tightly triaged with a clear understanding of who the key contacts are and how each should be handled. Drafts prepared in anticipation of responses. Calendar planned and protected 2-4+ weeks ahead, with detailed context built into every entry (interview notes, meeting agendas, dial-in details, prep links). Trips documented and planned end-to-end, with accommodation options presented and preferences learned and refined over time. Personal administration handled without it ever needing to be asked for.\nProject & Team Coordination\nKeep projects, deadlines, deliverables, and follow-ups on track across the team\nMaintain clear visibility over the status, ownership, and next actions for key initiatives\nProactively follow up internal and external stakeholders\nIdentify projects or deliverables that are beginning to stall and intervene early\nCoordinate cross-functional activity and ensure commitments are followed through\nProvide clear progress updates and escalate genuine risks where appropriate\nTake project-management responsibility away from the executive wherever possible\nEnsure the executive does not need to continually chase people for updates or outstanding actions\nMeeting Preparation & Executive Readiness\nCoordinate meetings and ensure the executive is fully prepared for important conversations\nHelp set agendas based on current priorities and business context\nPrepare briefing notes, summaries, supporting documents, and relevant background information\nGather information from team members and stakeholders ahead of meetings\nEnsure calendar entries contain relevant agendas, links, notes, and preparation materials\nCapture key actions and ensure post-meeting commitments are followed through\nAnticipate what information the executive will need before being asked\nMarketing & Production Operations\nProvide hands-on operational support across brand and marketing activities\nCoordinate marketing productions, campaigns, and related projects\nSource and communicate with suppliers and service providers\nObtain, compare, and negotiate supplier proposals where required\nResearch and vet talent, creators, partners, and external resources\nConduct outreach and coordinate responses\nMaintain timelines, deliverables, documentation, and follow-ups\nHelp solve practical problems that arise during marketing execution\nThis role requires someone willing to engage with the work itself rather than simply administer it.\nSystems, Processes & AI Workflows\nIdentify recurring activities that can be turned into documented, repeatable processes\nBuild and improve workflows for projects, reporting, inbox management, travel, and other recurring responsibilities\nCreate templates, checklists, trackers, and operating systems\nImprove how information is captured, organised, and communicated\nIdentify repetitive work that can be streamlined or automated\nUse AI tools to improve productivity, research, communication, and workflows\nBuild practical AI-enabled processes where appropriate\nUse Notion or similar structured workflow tools to create visibility and accountability\nContinuously improve systems so recurring problems are solved rather than repeatedly managed\nCommunications & Follow-Up\nDraft clear and professional communications on behalf of the executive\nLearn the executive’s communication style and progressively prepare responses in her voice\nProactively contact internal and external stakeholders to progress outstanding actions\nFollow up commitments, requests, and deadlines\nPrepare draft responses before they are requested\nSend routine communications on the executive’s behalf where authorised\nMaintain a high standard of written communication across all interactions\nOverall you should anticipate routine administrative needs rather than waiting for them to be assigned\nTools & Systems\nAI tools such as ChatGPT, Claude, or similar - strong capability required\nNotion (essential) or similar structured workflow/project management platforms\nMicrosoft 365 / Google Workspace\nEmail and calendar management platforms\nProject and task management tools\nMicrosoft Excel / Google Sheets\nCommunication and collaboration platforms\nCloud-based document management systems\nRequirements\n8+ years years of experience in a role providing broad, end-to-end exposure to how a business operates\nDemonstrated experience owning business outcomes rather than simply completing assigned tasks\nExperience making independent decisions and being trusted with meaningful responsibilities\nExperience coordinating people, projects, priorities, and deadlines\nProven experience building or improving a process, system, or workflow\nExceptional written English and professional communication skills\nExcellent organisational skills and very high attention to detail\nStrong commercial judgement and business understanding\nStrong research and problem-solving capability\nAbility to work effectively with ambiguity and limited instruction\nAbility to anticipate needs and identify risks before they become urgent\nStrong practical experience using AI tools\nExperience with Notion or similar workflow platforms\nHigh level of discretion and ability to handle confidential information\nBachelor’s degree or an equivalent professional track record\nAbility to work full-time with strong daily overlap to New Zealand business hours\nHighly Desirable\nExperience within a fast-paced, high-growth business\nPrevious experience in operations, finance, banking, engineering, partnerships, account management, or project management\nFounder’s Office, Chief of Staff-style, or startup generalist experience\nSenior-level Executive Assistant or Executive Business Partner experience\nExperience supporting senior executives with significant business responsibilities\nExperience coordinating marketing or production activities\nExperience building AI-enabled workflows or automations\nPrevious experience supporting a New Zealand, Australian, US, or international business","description_format":"text","description_chars":8224,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":true},"security_clearance":false,"languages":[{"language":"English","level":"All 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