Executive Assistant – Building & Construction (RYB08152025)

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August 17

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Buddle Findlay

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B2B • Banking • Legal

Buddle Findlay is a leading New Zealand corporate law firm, offering comprehensive legal services to both public and private companies. The firm specializes in various sectors, including agribusiness, banking and financial services, construction, corporate and commercial law, environment and resource management, and intellectual property. With a commitment to strategic advice and a talented team, Buddle Findlay is well-equipped to handle complex legal challenges across multiple industries.

201 - 500 employees

🤝 B2B

🏦 Banking

📋 Description

• Manage and prioritise the MD’s calendar, meetings, and travel arrangements. • Screen and manage incoming communications, ensuring timely and professional responses. • Prepare meeting agendas, minutes, and track follow-up actions. • Coordinate internal and external communications, including client updates and stakeholder briefings. • Monitor deadlines and priorities to keep the MD on schedule. • Support strategic projects and assist with business planning activities. • Industry & Compliance Administration: Prepare and lodge building surveying documents, permits, and reports in line with Australian regulatory requirements. • Liaise with councils, contractors, architects, and consultants on behalf of the MD. • Track project milestones, compliance submissions, and inspections to ensure timely delivery. • HubSpot CRM & Business Systems: Manage and maintain client records, leads, and pipelines in HubSpot. • Build and maintain workflows, automations, and reporting dashboards. • Track client communications and follow-up tasks. • Business & Client Coordination: Handle incoming enquiries, qualify leads, and schedule appointments. • Draft, edit, and proofread correspondence, proposals, and reports. • Organise and coordinate events, workshops, and presentations. • Research & Special Projects: Conduct industry research on building regulations, compliance changes, and competitor activity. • Assist in preparing proposals, tender responses, and strategic documents. • Other Responsibilities: Make necessary process suggestions and improvements which can help the team. • Contributes to team effort by accomplishing related results as needed. • Perform other related tasks and duties that may be assigned by the client later on.

🎯 Requirements

• Minimum 3 years in an EA, PA, or high-level administrative role — ideally supporting a business leader or MD. • Knowledge of Australian building and construction industry practices (building surveying experience highly regarded). • Proficiency in HubSpot CRM — including workflows, reporting, and pipeline management. • Exceptional written and spoken English communication skills. • Strong organisational skills with the ability to manage multiple priorities. • High proficiency in Microsoft Office and virtual collaboration tools. • Comfortable working Australian Eastern Standard Time (AEST) business hours.

🏖️ Benefits

• Health insurance • Internet allowance • KPI incentive program • Fortnightly virtual happy hour • Annual group offsites