Executive Assistant & Office Coordinator

About the Role

Join a highly respected professional body representing dentists and dental specialists across New Zealand. The organization's mission focuses on advocacy, professional development, knowledge sharing, and trusted representation to enhance oral health outcomes nationally. With a compact team of about 10 office-based employees and 20 overall, this environment fosters trust, innovation, and collaboration to achieve meaningful objectives.

Role Overview

Reporting directly to the Chief Executive, this multifaceted position entails delivering executive, governance, and office coordination assistance in a small professional setting. The successful candidate will need to independently manage multiple priorities while providing proactive support to senior leaders and various stakeholders.

Main Responsibilities

• Offer comprehensive executive support to the Chief Executive, including calendar management, meeting planning, travel bookings, and general administrative tasks.
• Facilitate Board, advisory group, and committee activities by preparing meetings, compiling agendas, assembling documents and board packs, recording minutes, and managing governance-related paperwork.
• Organize travel and logistics for executives, board members, stakeholders, and the wider team.
• Handle sensitive documents and confidential information with the utmost accuracy and discretion.
• Serve as the primary point of contact in the office by managing reception duties, responding to visitor inquiries, handling phone calls, coordinating couriers and mail services, and overseeing general office administration.
• Maintain daily office operations including inventory management, facility upkeep, merchandise ordering, and reconciliation of credit card expenses.
• Provide support for events, conferences, and organizational initiatives, which may involve logistics coordination and occasional travel.

Candidate Profile

• Demonstrated experience working as an Executive Assistant, Personal Assistant, or in a comparable senior administrative role supporting leadership figures.
• Prior involvement in supporting Boards or governance committees, including minute-taking capabilities.
• Exceptional accuracy and detail-orientation in all work.
• Strong organizational capacities with the ability to juggle competing demands efficiently.
• Excellent communication skills, both written and oral.
• Competency in managing sensitive and confidential information with confidence.
• A proactive, self-motivated mindset with the ability to operate autonomously.
• High emotional intelligence to foster trustworthy professional relationships.
• A polished, professional demeanor with readiness to assist across various tasks as needed.

Experience with BoardPro, Zoom, governance procedures, or understanding of the Incorporated Societies Act is beneficial, though a willingness and capacity to quickly learn new technologies and systems is essential.

What We Offer

• A pivotal position within a respected nationwide organization.
• An environment built on trust, granting real autonomy and ownership.
• A supportive, collaborative culture with long-serving team members.
• An accessible and progressive Chief Executive who champions innovation and efficiency.
• Convenient on-site parking facilities.
• Opportunities to engage directly with senior leadership and contribute to impactful initiatives in the dental sector.

Additional Information

This is a full-time role based onsite throughout the standard workweek, emphasizing front desk management and daily office support. Applicants must be New Zealand citizens, residents, or hold valid work visas allowing employment in New Zealand. References will be requested at a later recruitment stage; please exclude them from initial applications.