{"id":2449557,"url":"https://alion.io/job/pear-tree-nz-executive-assistant-property-developmentconstruction-exp-dayshift-remote","title":"NZ Executive Assistant (Property Development/Construction Exp) - 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":"2026-10-21T05:46:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"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":{"min":1400,"max":null,"currency":"NZD","period":"month","gross":null,"usd_annual":9396},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Claude","optional":false},{"name":"Microsoft Excel","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Microsoft Teams","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-08-24T00:00:00Z","employer_posted_date":"2026-08-24","last_verified_at":"2026-10-21T05:57:13Z","board_verified":true,"closed_at":null,"days_open":58,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":58},"description":"Position : Executive Assistant \nSalary : $1,400 - $2,000 NZD a month\nWorking Hours & Conditions : New Zealand Hours and Public holidays in NZ\nEmployment : Independent Contractor\nRole Overview\nWe are looking for an experienced, proactive, and highly organised Executive Assistant to become a trusted right-hand support to the Managing Director.\nThis is a broad and pivotal position that goes beyond traditional diary management. The successful candidate will help coordinate projects, manage documentation, communicate with key stakeholders, track actions and deadlines, and ensure the Managing Director remains organised and focused on the highest-value priorities.\nWorking within a fast-paced property development and investment environment, you will regularly communicate with consultants, purchasers, capital partners, JV partners, councils, suppliers, and other stakeholders.\nThe ideal candidate will be confident working independently, comfortable handling confidential information, and proactive enough to anticipate what needs to happen rather than waiting to be instructed.\nKey Responsibilities\nExecutive Support - Primary Focus\nProvide comprehensive executive support to the Managing Director\nManage diaries, meetings, appointments, and competing priorities\nCoordinate domestic and international travel arrangements where required\nPrepare correspondence, reports, presentations, and other business documents\nManage meeting preparation, agendas, notes, and follow-up actions\nTrack commitments and ensure important actions are completed\nAssist with prioritising incoming communications and requests\nAct as a key point of contact for internal and external stakeholders\nHandle commercially sensitive and confidential information with complete discretion\nProactively identify opportunities to reduce the Managing Director's administrative workload\nProject & Development Administration\nProvide administrative support across active property development and investment projects\nAssist with project documentation, including contracts, consultant agreements, sales updates, and project updates\nMaintain accurate and organised project files and document control systems\nCoordinate meetings with planners, architects, engineers, lawyers, contractors, and other consultants\nTrack project timelines, key milestones, outstanding actions, and deadlines\nFollow up stakeholders regarding outstanding information and deliverables\nMaintain visibility across multiple projects and ensure important actions do not fall through the cracks\nAssist with project reporting and management updates\nStakeholder & Partner Liaison\nCommunicate professionally with capital partners and joint venture (JV) partners\nLiaise with purchasers and respond to or coordinate enquiries where appropriate\nCoordinate communications with councils and local authorities\nLiaise with consultants, investors, suppliers, contractors, and professional advisors\nSchedule stakeholder meetings and coordinate required documentation\nFollow up agreed actions following meetings\nMaintain professional and responsive communication on behalf of the Managing Director\nOffice & Business Administration\nSupport the smooth day-to-day administration of the business\nMaintain organised company files, records, and business documentation\nAssist with invoicing and expense processing\nMaintain administrative trackers and spreadsheets\nCoordinate suppliers and external service providers where required\nAssist with general reporting and business administration\nSupport marketing and communications activity where required\nHelp establish and improve administrative processes as the business grows\nFinancial Administration Support\nAssist with invoice processing and financial administration\nMaintain expense records and supporting documentation\nAssist with budget and project reporting where required\nPrepare financial information and reports for management review\nCoordinate information with accountants and external advisors where appropriate\nMaintain accurate records across relevant projects and entities\nThis is a financial administration support function rather than an accounting position.\nAI, Systems & Process Improvement\nUse Claude and other AI platforms to improve administrative efficiency and output\nAssist with drafting, research, meeting summaries, presentations, and document preparation using AI\nIdentify repetitive administrative tasks that could be streamlined or automated\nHelp improve document management, project tracking, and internal workflows\nDevelop templates, trackers, and processes that create greater visibility across the business\nTools & Systems\nMicrosoft 365 - advanced capability required\nMicrosoft Outlook\nMicrosoft Excel\nMicrosoft Word\nMicrosoft PowerPoint\nMicrosoft Teams\nClaude and other AI platforms\nCloud-based document management and project coordination systems\nRequirements\nProven experience as an Executive Assistant, Personal Assistant, Senior Administrator, or similar\nExceptional organisational and time-management skills\nExcellent written and verbal English communication\nConfident and professional telephone manner - phone communication is an important part of the role\nHigh attention to detail and accuracy\nAdvanced Microsoft Office / Microsoft 365 capability\nStrong diary and calendar management experience\nExperience coordinating meetings and following up actions\nAbility to manage multiple projects, priorities, and deadlines simultaneously\nConfidence communicating with senior external stakeholders\nAbility to work independently and make sensible decisions within the scope of the role\nHigh level of professional discretion and confidentiality\nProactive working style with the ability to anticipate requirements\nHighly Desirable\nPrevious experience within property development, construction, property management, investment, or professional services\nUnderstanding of the New Zealand property development environment\nFamiliarity with New Zealand council and consenting processes\nExperience coordinating architects, engineers, planners, lawyers, and contractors\nExperience communicating with investors, capital partners, or JV partners\nExperience using Claude or other AI platforms to improve productivity\nFinancial administration experience, including invoicing, budgets, expenses, and reporting\nExperience 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