About the role

An exciting opportunity to be part of a new project and team. The Executive Assistant (EA) works alongside the General Manager as a key partner within the wider leadership team. In the lead-up to opening, the EA will keep the establishment programme organised, moving, and well documented. Once the hospital commissioning has completed, the role becomes the steady centre of executive administration. The EA will assist in managing the GM's priorities, connecting people, and making sure the business of running the hospital is well coordinated, recorded and the Senior Leadership Team is supported.

Key responsibilities

• Help the General Manager track the opening programme, keeping milestone lists, risk registers and decision logs current

• Organise project meetings, site walk-throughs and stakeholder visits, and follow up the resulting actions

• Support the set-up of administrative systems, templates, filing structures and document control for the new hospital

• Assist with onboarding logistics for early staff, including induction schedules, access, equipment and workspaces

• Manage the General Manager's diary, correspondence and travel, protecting time for priorities.

• Set agendas, compile papers and record minutes for Senior Leadership Team meetings and following up required actions

• Assemble the monthly reporting packs for the board and shareholders, gathering input from the Finance Manager and department leads on time

• Act as a point of contact for visiting practitioners, surgeons, and their rooms regarding non-clinical administrative matters

• Coordinate documentation for practitioner credentialing and renewals ensuring records are up to date.

• Manage office supplies, equipment, stationery and room bookings

About you

• Five or more years in an executive assistant, office management or senior administration role, ideally in healthcare.

• Advanced skills in Microsoft 365.

• Proven ability to manage competing priorities, tight deadlines and confidential information

• Clear written and spoken communication, and the ability to build rapport with executives, clinicians and outside parties

• Full NZ driver licence and the right to work in New Zealand

• Keeps confidences and shows sound judgement with sensitive information

• Steady and resourceful when plans change at short notice

• Excellent time management and calm under pressure

• Takes initiative, reliable with a positive outlook

• Attention to detail and methodical in how work is organised

Role to commence Mid January 2027.