Executive Assistant - Early Learning Operations

About Us

We operate a well-established network of early learning centres across New Zealand's major cities, currently supporting 60+ staff across multiple locations. As we continue to expand our operations, we're seeking an Executive Assistant to provide high-level support to our Managing Director across HR, finance, and multi-site coordination.

The Role

This is a hands-on position requiring strong organizational capabilities, attention to detail, and the ability to work independently after training. You'll be the central coordination point for payroll, recruitment, supplier management, and business administration across our centre network.

You'll be responsible for:

• Processing multi-site payroll for 60+ employees using Xero
• Managing end-to-end recruitment processes: job postings, candidate screening, reference checks, employment contracts, and new hire onboarding
• Coordinating accounts payable, invoice processing, and supplier communications
• Maintaining HR compliance including pay parity calculations, police vetting, employee documentation, and record-keeping
• Overseeing email correspondence and calendar management for Managing Director
• Creating marketing materials using Canva and PowerPoint for social media and center communications
• Building and maintaining organized digital filing systems with consistent naming conventions and documentation standards
• Liaising with center managers and coordinating communications across multiple locations
• Managing tasks independently while tracking items on hold and following up proactively

What You Bring

Essential:

• Strong organizational skills with proven ability to manage multiple priorities without losing track of pending tasks
• Excellent attention to detail, particularly in processing payroll and invoices accurately
• Self-directed working style - comfortable working independently after initial training period
• Professional written and verbal communication skills
• Proficiency with Excel, email management systems, and ability to learn new software quickly

Highly Valued:

• Experience with Xero or similar accounting software
• Background in early childhood education, HR, or multi-site operations
• Demonstrated ability to build and improve administrative systems or processes
• Understanding of when to research solutions independently versus when to escalate for decisions

What We Offer

• Competitive salary with opportunities for performance bonuses
• Staff discount on childcare fees
• Full-time stability in an established and growing family business
• Exposure to diverse aspects of business operations
• Supportive team environment

The Right Fit

You'll thrive in this role if you naturally create order and systems, work well with minimal supervision once trained, and have good judgment about when to handle things yourself versus when to seek guidance. You're someone who tracks multiple tasks effectively, follows through on commitments, and takes pride in accuracy and organization.

This role won't suit you if you struggle with details, or have difficulty maintaining organized systems under normal workload.

How to Apply

Please submit your CV along with a brief cover letter addressing:

1. Why you're well-suited for this role based on your background and working style

2. A specific example of an administrative process or system you built, improved, or maintained that made a tangible difference in a previous role

Job Types: Full-time, Permanent

Pay: $60,000.00 – $80,000.00 per year

Benefits:

• Child care assistance
• Employee discount
• Professional development assistance
• Travel reimbursement

Work Location: In person