Outside In was founded in 2014 with a simple idea: bring nature and design together to make spaces, and people's lives, better. We're a design-led team that builds greenery into architecture so it performs, lasts and lifts the whole environment.
We've grown into industry leaders across New Zealand, taking out top honours at the International Plantscaping Awards, including the Diamond Judges' Award in both 2025 and 2026. Now we're expanding into Australia and scaling across multiple business entities.
About the role
Our Director leads marketing, sales, and installation across the group; manages our Australian teams and all product development; and has 11 direct reports across Design, Account Management, and Project Management. We're looking for an experienced Executive Assistant to help them do it all at their best.
This isn't a "keep the diary" role. You'll be a trusted extension of the Director's office, managing their time, communications, priorities and commitments so they can focus on leading design, winning great work and growing the team. You'll be close to confidential information and strategic decisions, so discretion and good judgement are essential.
This is a hybrid role, with 1–2 days per week based at our Mangawhai office.
What you'll be doing
Owning the Director's diary: protecting time, heading off clashes before they happen, and making sure they're always briefed and prepared
Managing the Director's inbox and drafting correspondence, briefing notes and updates in their voice
Coordinating leadership, design and cross-team meetings, including agendas, pre-reads and follow-up actions
Supporting the Director in managing their direct reports—coordinating one-on-ones, performance review cycles, team communication, and people-related logistics.
Tracking key commitments, project milestones and deliverables, and following up so nothing slips
Preparing for client meetings, pitches and presentations, plus SLT and Board documents
Supporting cross-entity coordination across our NZ and Australian operations
Organising domestic and international travel
Processing expenses, supporting budget tracking
Managing contracts and documentation, plus event coordination, vehicles, insurance and general office logistics
About you
Proven experience as an EA supporting a senior leader (MD, Founder or C-suite level preferred)
Exceptionally organised, and comfortable juggling competing priorities in a fast-moving business
A strong writer who can draft correspondence that sounds like the person it's from
Commercially aware, with the ability to read a room
Discreet and trustworthy, with sound professional judgement
Proactive and calm under pressure: you spot what's needed and get on with it
Confident with Microsoft 365 or Google Workspace, project/task tools,
Bonus points for experience in a creative, design or architecture business, working across multiple entities or time zones, board or strategic planning support, award submissions or events, and CRM systems.
Why Outside In
You won't be micromanaged, and you'll be held to a high standard. Our five values (People, Creativity, Service Excellence, Work Ethic and Fun) are lived every day, not just written on a wall.
This is one of the most important support roles in our group. If you're an experienced EA who takes real pride in making a great leader more effective, in a business you'll be proud of, we'd love to hear from you.
Apply now with your CV and a cover letter telling us why this role is right for you.