Executive Assistant and Office Manager

Fliway Group
Executive Assistant and Office Mana

Our Story

Welcome to Fliway, a dynamic powerhouse in the world of transport and logistics! As part of NZ Post, we stand tall as one of New Zealand's largest fully integrated transport and logistics providers, offering seamless global supply chain solutions that span international freight, warehousing, and doorstep delivery for businesses and homes alike. Picture yourself as part of our vibrant family of over 500 passionate individuals, driving innovation and excellence. With a nationwide presence boasting 13 Branch locations and + Warehouses strategically placed across the country, Fliway is your gateway to an exhilarating career journey.

About The Role

The Executive Assistant and Office Manager provides high-level administrative and personal support to the CEO, and administrative support to the wider Senior Leadership Team of SCS and Fliway. This role involves managing schedules, coordinating meetings, handling confidential information, and facilitating communication between internal and external stakeholders. The EA acts as a strategic partner to the CEO and senior leadership team, anticipating needs, prioritising tasks, and proactively addressing challenges to enhance productivity and effectiveness. Additionally, the EA plays a critical role in supporting business initiatives, ensuring timely execution of key projects, and maintaining operational efficiency.

Key Responsibilities

Administrative Support:

Manage and maintain executive calendars, scheduling meetings, appointments, and travel arrangements.
Prepare reports, presentations, correspondence, and other documents as required.
Handle incoming and outgoing communications, including emails, phone calls, and mail.
Draft and edit documents for accuracy and professionalism.

Meeting And Event Coordination

Organise and coordinate executive meetings, board meetings, and off-site events.
Prepare meeting agendas, take minutes, and follow up on action items.
Arrange logistics such as venue bookings, catering, and technology support.

Project And Task Management

Assist in the planning and execution of projects led by the executive.
Track project timelines, deliverables, and progress to ensure deadlines are met.
Conduct research and provide summaries to support decision-making.

Communication And Liaison

Act as a primary point of contact between the executive and internal/external stakeholders.
Foster professional relationships with key business partners and clients.
Ensure smooth communication flow within the organisation by relaying messages and directives.

Personal Assistance To The CEO

Supporting with ad hoc errands such as coffee & lunch runs
Supporting with the organisation of personal events and family commitments
Booking flights, hotels, and itineraries for personal travel
Scheduling personal medical and wellbeing appointments

Office And Resource Management

Oversee office operations, ensuring the leadership team’s workspace is organised and equipped.
Support with the facilities management of Westney Road and Tidal Road facilities
Manage expense claims, invoices, and budget-related tasks.
Coordinate with IT and other support teams to ensure smooth office functionality.

What We Offer

Full Time position, 40 per week, Monday to Friday between 8:00am and 5:00pm and in Auckland!
Opportunities for growth and advancement within a dynamic logistics/Transport environment
A supportive team culture focused on safety, reliability, and effective communication.

What You Bring

Bachelor’s degree in business administration, communications, or a related field (preferred but not required).
5+ years of experience as an executive assistant or in a similar high-level administrative role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
Excellent organisational and time-management skills with strong attention to detail.
Strong verbal and written communication skills.
Ability to work independently and handle multiple priorities effectively.
Discretion and ability to handle confidential information with professionalism.
Adaptability and ability to thrive in a fast-paced environment.
Strong problem-solving skills and proactive mindset.

Are you ready to step into a world of opportunities and excitement in the logistics industry? At Fliway, not only will you work alongside a fantastic team, but you'll also enjoy competitive pay, exclusive access to holiday homes, discounted healthcare benefits, and the pride of being part of a 100% New Zealand owned transport and logistics company.

At Fliway, we're not just a company; we're a values-driven organization built on pillars that guide our every action: Safety, Service, Pride & Profit.

To apply for this vacancy, you MUST be eligible to work in NZ