Overview
Virtual Assistant Jobs in Auckland, Auckland, New Zealand at New Zealand Climate Foundation | Whakatere i te Āhuarangi
Title: Virtual Assistant
Company: New Zealand Climate Foundation | Whakatere i te Āhuarangi
Location: Auckland, Auckland, New Zealand
Company Description
The New Zealand Climate Foundation is an independent, non-partisan organisation working to accelerate Aotearoa’s transition to a low-emissions economy.
We work at the intersection of rigorous analysis, strategic advocacy, and coalition building, providing the independent evidence base that gives politicians across the spectrum the credibility to act. We are a small, focused team with significant reach and a growing profile in New Zealand’s climate and energy policy landscape. We focus on:
- Activating climate solutions
- Mobilising philanthropic capital
- Safeguarding integrity and ambition
- Strengthening system conditions.
We aim to embed Te Tiriti o Waitangi principles into how we prioritise and deliver our work, and act in ways that strengthen the wider climate sector.
Role Description
As our Executive Assistant, you'll primarily support the CEO and the wider team. The CE is frequently in meetings, travelling, and engaging with funders and stakeholders, and your job is to make sure everything runs smoothly around her so she can focus on what matters most.
This is not a passive role. You'll be proactive, anticipate needs, manage competing priorities with good judgement, and be the kind of person who solves problems before they're noticed. We're a small team – that means high trust, high accountability, and no room for dropped balls or radio silence.
The role is part-time (16-20 hours/week) and remote.
You must be eligible to work in New Zealand. We are not in a position to sponsor candidates for this role.
WHAT YOU'LL DO:
Calendar and Schedule Management
- Own and manage the CE's calendar across multiple time zones, including complex international scheduling
- Coordinate internal team meetings, board meetings, and external stakeholder engagements
- Prepare the CE for meetings – briefing notes, agendas, pre-reads – so she arrives informed
- Manage scheduling requests from ministers, MPs, funders, and other senior contacts with appropriate care and discretion
Inbox and Communications
- Manage the CE's email inbox with triaging, drafting responses to low-priority emails, flagging urgent items
- Draft and send correspondence on behalf of the CE when appropriate
- Maintain a high standard of written communication, often with senior government, philanthropic, and business contacts
Travel and Event Logistics
- Book flights, accommodation, visas, insurance, and ground transport for domestic and international travel
- Build detailed travel itineraries with all logistics confirmed in advance
- Support logistics for events, workshops, board meetings, and team gatherings
- Research and shortlist venues, speakers, or suppliers as needed
- Collate and log CE travel expenses
Board and Governance Support
- Coordinate and upload board papers to BoardPro ahead of quarterly board meetings
- Support preparation of monthly board updates and bi-monthly ambassador briefings
- Manage logistics for board meetings including scheduling, dial-in links, and room bookings
Operations and Administration
- Update and maintain the CRM with contact information and meeting notes
- Maintain internal systems and shared drives so the team can find what they need
- Support recruitment processes – scheduling interviews, coordinating logistics as needed
Team Support
- Act as a first point of contact for operational queries from the team
- Pick up ad hoc tasks and projects from the CE and GM as they arise
- Contribute to a team culture that is collaborative, capable, and fun
You'll be great at this if you…
- Have proven experience supporting a busy executive or leadership team
- Are exceptionally organised, with strong attention to detail and a systematic approach
- Communicate proactively – you don't wait to be chased, you give updates without being asked, and you flag blockers early
- Are responsive during your working hours – people can count on hearing back from you the same day
- Close the loop: when something is done, you say so; when something's delayed, you say that too – nobody is left wondering
- Take ownership: if something falls in your lap, it gets done; if there's a blocker, you raise it early rather than let it slide
- Communicate clearly and confidently in writing – you draft emails that don't need to be rewritten
- Exercise good judgement and discretion – you're trusted with sensitive information and act accordingly
- Are calm under pressure and can manage multiple competing priorities without dropping balls
- Are comfortable with ambiguity and change in a small, fast-moving organisation
- Are tech-confident: Familiarity with Google Workspace (Gmail, Calendar, Drive, Docs) is ideal; you are confident to pick up new tools
Nice to have
- Experience with BoardPro, CRM, or similar tools
- Background supporting senior leaders in a policy, NGO, government, or philanthropic context
- Interest in climate, environment, or social impact – you don't need to be an expert, but you care
HOW TO APPLY
You must send a CV and a short cover note (no more than one page) telling us why this role appeals to you and what makes you a great EA, to: [email protected]
