Position: Senior Executive Assistant | AI & Business Operations
Salary: Php 50,000 to Php 65,000/monthly
Working Hours & Conditions: 9am to 5pm - NZ Working Hours and Holidays
Employment: Full Time - Independent Contractor
ABOUT THE COMPANY:
The company is a leading New Zealand film and content production company, bringing ambitious creative ideas to life through high-end commercials, television productions, documentaries, and branded content.
Based in Auckland, the company combines world-class production talent, cutting-edge technology, and a highly collaborative creative environment. From directors and production crews to specialist camera systems, virtual production, and post-production, the business is built around delivering exceptional work for agencies and brands.
We're creative, energetic, innovative, and always moving. We embrace new technology, think outside the box, and value people who bring personality, initiative, and fresh ideas to the table.
ROLE OVERVIEW:
We are seeking a confident, highly organised, and tech-savvy Senior Executive Assistant | AI & Business Operations to become a trusted right hand to the company's leadership team.
This is far from a typical administrative role. You will take ownership of day-to-day executive support, keep communication flowing, maintain key client relationships, and ensure the business continues running smoothly when leadership is travelling, meeting clients, or out on set. A major component of this role involves leveraging the company's existing AI-powered operating systems and knowledge base to streamline workflows and work smarter, faster, and more effectively.
RESPONSIBILITIES:
Executive Support & Inbox Management
- Take complete ownership of executive inboxes, ensuring emails are reviewed, prioritised, and actioned efficiently.
- Draft professional, engaging, and accurate responses using the company's established tone of voice, independently or using Claude AI.
- Identify urgent matters, escalate critical communications, and proactively follow up on outstanding items.
- Manage executive calendars, schedule meetings, coordinate appointments, and ensure leadership is thoroughly prepared for upcoming commitments.
- Serve as a reliable point of contact when executives are travelling, on set, or unavailable.
AI Systems & Workflow Optimisation
- Confidently utilize Claude and the company’s existing AI-powered operating systems to support daily business operations.
- Leverage the company’s AI knowledge base to prepare communications, retrieve information, and automate repetitive tasks.
- Stay informed about emerging AI tools and propose continuous improvements to operational efficiency and workflows.
- Maintain accuracy, confidentiality, and sound judgment when working with AI-generated outputs.
Travel, Events & Logistics Coordination
- Research, coordinate, and book domestic and international travel arrangements, including flights, accommodation, and itineraries.
- Research and organize crew outings, team events, client lunches, agency meetings, and relationship-building functions.
- Liaise with venues, suppliers, and service providers, managing changing schedules with a flexible, solutions-focused approach.
Client & Agency Relationship Management
- Maintain regular communication and conduct professional outreach check-ins with existing clients, advertising agencies, and key business contacts.
- Support business development efforts through proactive follow-ups, introductions, and relationship nurturing.
- Track conversations, opportunities, and follow-up actions within monday.com to ensure no business development opportunities are missed during busy production cycles.
CRM & Business Administration
- Maintain accurate, up-to-date contact records, communication logs, and activity tracking in monday.com.
- Organize and maintain administrative information, documents, and records across evolving business priorities.
- Provide comprehensive meeting preparation, research, and general business coordination.
Internal Communication & Team Coordination
- Act as a seamless communication link between leadership, internal teams, production, creative, and operational staff.
- Ensure important messages reach the appropriate stakeholders promptly, particularly when leadership is on location or travelling.
- Proactively identify and resolve potential scheduling or communication bottlenecks to support a positive, collaborative environment.
Requirements
- Demonstrated Experience: Proven background as an Executive Assistant, Senior Virtual Assistant, Personal Assistant, or similar business support role.
- Core Administration Skills: Advanced experience managing high-volume executive inboxes, calendars, complex travel logistics, and client communications.
- AI & Technical Capability: Strong familiarity with AI tools (specifically Claude, ChatGPT, or comparable platforms) and comfort operating within an established AI-driven environment.
- Platform Proficiency: Hands-on experience using CRM or project management platforms (ideally monday.com).
- Communication: Exceptional written and spoken English, with the ability to communicate naturally and professionally with New Zealand clients and stakeholders.
- Schedule Alignment: Full availability to work full-time during New Zealand business hours and holidays.
- Professional Attributes: High level of discretion, strong organizational skills, self-direction, and acute attention to detail.
Preferred
- Previous experience directly supporting founders, directors, or senior executives.
- Prior experience working with New Zealand or Australian businesses.
- Background within a creative agency, film production, advertising, media, or marketing environment.
- Familiarity with client relationship management, business development support, or outbound outreach.
- Exposure to AI automation tools, workflow design, or productivity software.
- Design or content skills using tools such as Canva or presentation software.
- Experience organizing corporate events, client functions, or team activities.
What You’ll Bring
- Personality & Energy: A fun, vibrant, and engaging presence with a great sense of humor and positive energy that complements a creative workplace culture.
- Confidence & Wit: An outgoing, "cheeky" personality who is comfortable speaking up, asking questions, following up with stakeholders, and bringing fresh ideas.
- Proactivity & Initiative: A forward-thinking, resourceful mindset that anticipates executive needs, solves problems independently, and challenges inefficient processes.
- Tech Curiosity: A genuine interest in AI, automation, and modern technologies, viewing digital tools as an opportunity to amplify capabilities.
- Dependability & Adaptability: Absolute reliability in managing critical tasks end-to-end, coupled with the agility to navigate unpredictable schedules in a fast-paced environment.
- Commercial Awareness: A strong understanding of the business impact of relationship management, timely follow-ups, and brand representation.
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