Executive Assistant — Group Marketing and Systems Support

We are seeking a practical, commercially minded Executive Assistant & Group Support Coordinator to support the Managing Director across the Company.

This is not a traditional diary-only Executive Assistant role. It is a broad, hands-on support position that combines executive support, marketing coordination, website and content support, ERP/Odoo SH support, process documentation, project coordination, and general business administration.

The purpose of the role is to take meaningful operational workload off the Managing Director while helping the group present itself professionally in the market and improve internal systems and processes. The successful candidate will work across multiple related businesses and contribute wherever practical support is needed.

Responsibilities:

Marketing, Website & Content Support

• Prepare and coordinate customer-facing and industry-facing marketing material.
• Draft and update website pages, service descriptions, product information, and capability statements.
• Assist with articles, case studies, customer updates, brochures, flyers, booklets, and other business development material.
• Translate technical or operational information into clear, professional, customer-friendly content.
• Maintain consistency of tone, branding, and communication across the group.

ERP / Odoo SH & Systems Support

• Support Odoo SH setup, maintenance, and workflow improvement activities.
• Prepare process documentation, user notes, templates, and workflow instructions.
• Assist with data cleanup, testing, and validation of system changes.
• Translate business requirements into practical process and system documentation.
• Help improve the usability and consistency of internal systems.

Executive & Business Support

• Prepare contracts, letters, proposals, templates, meeting packs, and business documents.
• Track actions and follow up on agreed tasks and project items.
• Coordinate with suppliers, contractors, and other external parties.
• Assist with project administration and follow-through.
• Provide day-to-day business and administrative support across the group.

Requirements

QUALIFICATIONS:

• Minimum 5 years’ experience supporting Australian and/or New Zealand businesses, with strong preference for experience in the New Zealand business environment.
• Experience in a broad executive, business support, operations, or coordination role.
• Excellent written English with the ability to produce professional, locally relevant business communication.
• Experience working with SME or owner-led businesses.
• Exposure to industrial, trade, technical product, distribution, engineering, service, or B2B environments is highly desirable.
• Experience using or supporting ERP systems, preferably Odoo/Odoo SH, is advantageous.
• Strong proficiency with Microsoft Office / Google Workspace and general business systems.

PREFERRED:

• Experience preparing website content using a CMS.
• Familiarity with basic marketing collateral production and coordination.
• Experience documenting business processes and workflows.
• Exposure to project coordination across multiple business functions.
• Understanding of New Zealand customer expectations, communication style, and commercial practices.

What You’ll Bring:

• A hands-on, practical approach and willingness to help wherever needed.
• Strong organisation and the ability to manage multiple priorities across several businesses.
• Commercial judgement and common sense.
• Clear, concise, and professional writing.
• Systems awareness and confidence working with structured processes and ERP workflows.
• Curiosity and the ability to learn technical products and services well enough to communicate them effectively.
• Discretion, reliability, and the ability to work with confidential information.
• A collaborative attitude and a focus on getting things done.