Construction Executive Assistant – New Zealand Market

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🕒 April 24

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Pear Tree.

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Pear Tree is a Melbourne‑born offshore recruitment and hiring services company that connects Australian, US, and UK businesses directly with skilled offshore professionals (primarily from the Philippines) without agency markups. They provide end-to-end hiring support — sourcing, screening, skills assessments, video interviews, reference checks — and offer payroll, Employer‑of‑Record, and compliance assistance plus a six‑month replacement guarantee. Pear Tree recruits across IT, sales & marketing, finance, creative, admin and operations roles, emphasizing cost savings, direct pay to talent, and secure onboarding workflows.

📋 Description

• Triage and prioritise a high volume of daily emails across both directors' inboxes • Flag urgent items and draft professional responses to key correspondence on the directors' behalf • Ensure no important communication goes unanswered or unactioned • Manage calendars for both directors, coordinating meetings, site visits, and deadlines • Keep both directors informed of upcoming priorities and time-sensitive commitments in advance • Monitor the production calendar in WorkflowMax to track active jobs and upcoming project deadlines • Review newly accepted quotes and confirm all required documentation is in place within internal files • Notify relevant team members — including the workshop manager, admin team, council contacts, project managers, and sales — when new jobs are activated • Proactively flag potential scheduling conflicts or documentation gaps before they escalate • Track asbestos job notifications and permit expiry dates across all active projects • Send timely reminders to the relevant team members to prevent compliance lapses or regulatory issues • Maintain an organised and up-to-date log of compliance obligations across active and upcoming jobs • Monitor government tender portals including GETS and other relevant platforms for suitable opportunities, alongside the internal QS • Summarise and flag relevant tenders for director review in a clear, concise format • Assist with the coordination of tender submissions as required • Conduct research tasks as directed — such as evaluating timesheet systems, supplier options, or industry tools • Provide clear, well-structured summaries to support director decision-making • Handle general administrative tasks to keep day-to-day operations running smoothly

🎯 Requirements

• Minimum 2 years of solid, demonstrable experience as an Executive Assistant supporting multiple executives or directors within the Australian or New Zealand market • Background supporting directors or senior leaders in a trade, construction, or regulated industry environment • Familiarity with New Zealand compliance frameworks, permitting processes, or government procurement systems= • Experience with WorkflowMax or a comparable job/project management platform • Comfortable working with government procurement or tender portals (GETS or similar) • Strong written English with the ability to draft professional business correspondence and emails on behalf of senior leaders • Exceptional organisational skills — able to manage multiple priorities simultaneously without prompting • Experience monitoring and coordinating tender submissions in a support capacity • Comfortable working independently and remotely with minimal day-to-day supervision • Discreet, trustworthy, and professional — this role involves access to sensitive business and compliance information • Confident navigating digital systems and learning new platforms quickly