Executive Assistant & Office Coordinator

About The Opportunity Our client is a respected professional association representing dentists and dental specialists across New Zealand. Their purpose is to support the dental profession through advocacy, professional development, knowledge sharing, and trusted representation — ultimately helping improve oral health outcomes for communities throughout New Zealand. With a close-knit team of approximately 10 office-based staff (and 20 staff overall), this is an organisation where people are trusted to take ownership, contribute ideas, and work together to achieve meaningful outcomes. Reporting directly to the Chief Executive, you will provide trusted executive, governance, and office coordination support within a small, professional organisation. This is a varied role requiring someone who can take ownership, manage competing priorities, and proactively support senior leaders and stakeholders. Key Responsibilities Include Provide executive support to the Chief Executive, including diary management, meeting coordination, travel arrangements, and administrative support Support Board, advisory groups, and committees with meeting preparation, agendas, papers, board packs, minutes, and governance documentation Coordinate travel and logistics for executives, board members, stakeholders, and wider team members Manage confidential information, records, and documentation with a high level of accuracy and discretion Act as the welcoming face of the office, managing reception, visitor enquiries, phones, couriers, mail, and general office coordination Oversee day-to-day office administration including supplies, facilities, merchandise orders, and credit card reconciliations Support events, conferences, and organisational initiatives, including logistics and occasional travel requirements This is a full-time, office-based role (five days per week), as you will play an important role in managing the front desk, welcoming visitors, and supporting the day-to-day operations of the office. What You’ll Bring You’ll be someone who takes pride in being dependable, organised, and one step ahead, and enjoy working in a role where trust, discretion, and professionalism are essential. You’ll Bring Proven experience as an Executive Assistant, Personal Assistant, or similar senior administrative role supporting senior leaders Experience supporting Boards, committees, or governance groups, including minute-taking Exceptional attention to detail and accuracy Strong organisational skills with the ability to manage competing priorities Excellent written and verbal communication skills Confidence handling confidential and sensitive information A proactive, self-directed approach with the ability to work independently Strong emotional intelligence and the ability to build trusted relationships A professional and polished manner with a willingness to support wherever needed Experience with BoardPro, Zoom, governance processes, or the Incorporated Societies Act would be advantageous, however the ability to learn new systems and embrace technology is key. What’s On Offer A key role within a respected national organisation A high-trust environment where you’ll have genuine autonomy and ownership Supportive, collaborative team culture with long-tenured staff An approachable and forward-thinking Chief Executive who values efficiency, innovation, and new ideas On-site parking The opportunity to work closely with senior leaders and contribute to meaningful work within the dental profession Tribe is a group of specialist teams, each of who truly understand their world, and together they partner to understand yours. Whether you’re looking for your next opportunity or recruiting, we’re all about bringing people together for a shared purpose. Find your people. #J-18808-Ljbffr