Executive Assistant and Team Support at D2B

Manila, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

18 Aug, 26

Salary

1800.0

Posted On

20 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Governance Support, Human Resources, Health & Safety, Project Support, Calendar Management, Meeting Coordination, Microsoft Office, Google Workspace, Document Management, Contract Administration, Stakeholder Management, Written Communication, Verbal Communication, Time Management, Organizational Skills

Industry

Financial Services

Description

Position : Executive Assistant and Team Support Salary : up to 1,800 NZD Working Hours & Conditions : New Zealand Business Hours ABOUT THE COMPANY: The business is a NGO (non-profit) which focuses on environmental sustainability. They encourage members of the Maori community to help and uphold the environment and community. OVERVIEW: The Executive PA – Governance, HR & Project Support provides high-level assistance to the CEO, Board of Trustees, and wider organisation. The role ensures smooth executive operations, strengthens governance processes, and provides support across HR, Health & Safety, contracts, and key projects. By managing communications, systems, and workflows, the role helps the CEO and organisation deliver effectively on its kaupapa and community outcomes. RESPONSIBILITIES: 1. Executive & PA Support Manage the CEO’s inbox and calendar, ensuring priorities are tracked and actioned. Draft and prepare correspondence, reports, agendas, and presentations. Coordinate meetings, travel, and events. Maintain task/action lists and follow up on deadlines. Handle sensitive information with discretion and professionalism. 2. Governance Support Collate reports and prepare Board meeting packs. Coordinate Board meetings (scheduling, minutes, action tracking). Maintain accurate records of Board decisions and governance documents. Support compliance with governance policies and reporting obligations. 3. Human Resources Support Assist with recruitment, job ads, interviews, and employment documentation. Support onboarding, induction, and digital personnel filing. Help maintain HR policies, manuals, and procedures. Assist with staff engagement initiatives and training coordination. 4. Health & Safety Support Support the H&S lead with documentation and audits (e.g., Tōtika). Collate evidence and maintain organisational H&S records. Ensure H&S policies and procedures are up to date and accessible. 5. Contract & Project Support Maintain the contract register with deadlines, contacts, reporting, and budget status. Assist projects (e.g., Matariki) with planning hui, budgeting, and follow-up tasks. Support funding and reporting requirements as needed. 6. Filing & Document Management Maintain tidy and accessible digital filing systems in the shared drive. Organise contracts, compliance documents, and operating manuals. Keep SOPs, templates, and records current and well-structured. QUALIFICATIONS: Skills & Experience 3+ years’ experience as a PA/EA or similar support role. Strong organisational and time management skills. Experience supporting governance, HR, or compliance functions. Proficiency in Microsoft Office/Google Workspace. Excellent written and verbal communication. Personal Attributes Professional, proactive, and solutions-focused. Strong relationship builder with excellent interpersonal skills. Able to manage multiple priorities independently. Commitment to kaupapa Māori values and community development.

Responsibilities

Provides high-level administrative support to the CEO and Board of Trustees, focusing on governance, HR, and project coordination. Manages executive operations, communications, and compliance to help the NGO achieve its community and environmental outcomes.