Personal Assistant

Full job description
Position Summary:

As a Personal Assistant at Novelvision Limited, the role involves providing high-level administrative, organisational, and operational support to the Director. The position plays a key role in enabling the Director to focus on strategic initiatives by handling day-to-day business functions, coordinating communications, managing schedules, and ensuring smooth internal operations, particularly during his overseas travel. The position also supports coordination across Novelvision's innovative departments including AI, data storage, and R&D.

Key Responsibilities:

1. Administrative and Executive Support:

Manage and respond to business correspondence (emails, letters, phone calls) on behalf of the Director.
Maintain the Director’s calendar by scheduling meetings, appointments, and events across multiple time zones.
Organise and prioritise incoming requests and ensure timely follow-up.
Prepare reports, memos, meeting agendas, presentations, and other business documentation.
2. Office and Operational Coordination:

Maintain and organise company files, records, contracts, and internal databases.
Coordinate between different departments (R&D, Cloud Kitchen, Fashion AI, Robotic Café) to support inter-departmental communication.
Support the setup and documentation of new projects, including vendor and partner liaison (e.g. MoUs).
3. Communication and Liaison:

Serve as the point of contact for internal and external stakeholders in the absence of the Director.
Coordinate client communications, follow-ups, and engagement activities.
Schedule and facilitate virtual meetings and document meeting outcomes.
4. Project and Task Management:

Track deadlines, deliverables, and ensure timely completion of delegated tasks.
Assist in organising strategic planning sessions, training workshops, and project timelines.
5. Confidentiality and Professionalism:

Handle all sensitive and confidential information with the highest degree of discretion.
Uphold the company’s values and standards in all interactions.
Skills and Competencies:

Excellent written and verbal communication skills.
Strong organisational and multitasking abilities.
High attention to detail and accuracy.
Proficiency in office productivity software (MS Office, Google Workspace, calendar management tools).
Ability to work independently and take initiative.
Familiarity with the tech industry and AI-based innovations (preferred but not mandatory).
Qualifications and Experience:

A bachelor qualification in Business Administration, Office Management, or a related field
Experience working in a fast-paced, tech-driven environment will be advantageous.
Other details:

Location: Auckland

Reports to: Director

Employment Type: Permanent, Full-time

Hours of Work: 37 hours per week

Salary: $30.00 to $33.00 per hour

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