PROJECT ADMINISTRATOR / PERSONAL ASSISTANT
eCoast Consulting & Research
We are looking for a Project Administrator/Personal Assistant to join our team part-time, 20–25 hours per week, based in our Whale Bay office (not remote). The salary range is between $30–$40 per hour depending on experience, with potential for increased hours.
About the role
This is the person who keeps eCoast running behind the scenes. You’ll work directly with our directors and managers as their right hand: part project administrator, part personal assistant. We need someone who is engaged, proactive and collaborative, and who speaks up and asks questions. eCoast is evolving, no two days are the same, and you’ll need to be comfortable moving between small tasks and bigger pieces of work.
About eCoast
eCoast offers a supportive working environment with an easy-going culture, grounded in a love of the ocean and the surf. That connection shapes how our directors and staff live and work, with a strong environmental focus both in and out of the office. We value initiative, collaboration and high-quality work, and we look for people who bring a positive attitude and want to help make the eCoast team even better.
Key responsibilities
Daily
Check in with directors and managers on priorities and anything urgent
Keep the project management systems up to date
Manage calendars and coordinate meetings, travel and accommodation
Pick up ad hoc requests from the team
Keep the Whale Bay office running (supplies, deliveries, visitors)
Weekly
Set up new projects and close completed ones, including handover documents
Review upcoming travel and project logistics for the next few weeks
Raise invoices in Xero, enter bills and receipts, record payments and follow up overdue accounts
Help deliver social media and digital marketing
Send the directors a short update on what’s done, what’s stuck and what’s coming up
Monthly or as needed
Month-end admin: tidy up accounts and check records are complete
Review project folders and documentation for gaps
Support proposal, grant and funding applications: formatting, gathering inputs and tracking deadlines
Help manage internal systems and software updates
About you
Experience in an EA, PA or administrative role
Experience with Xero; monday.com experience a plus, or a willingness to learn
Comfortable using AI tools like Claude or ChatGPT in your daily work
Organised, with a good eye for detail
Able to work independently and juggle competing priorities
How to apply
Send your CV to [email protected] along with either a cover letter or a short video (2 minutes max, a phone recording is perfect) telling us why you’re interested in the role and what makes you a good fit. Applications close 27.11.26.