Executive Assistant

Position Summary

Fairhaven Property Group invites applications for a dynamic and highly organized Executive Assistant role. The successful candidate will deliver broad administrative and operational support to the Managing Partner alongside Investor Relations Managers, facilitating seamless internal processes and communication flows. Worklocation is hybrid, based in Dunedin, Otago, New Zealand, with remote options.

Key Duties

• Assist investors during onboarding by collecting necessary information, managing documents, setting up accounts, and maintaining precise investor records.
• Oversee and prioritize emails and correspondence for the Managing Partner and Investor Relations Managers, drafting replies and ensuring all communications are professional and prompt.
• Manage and coordinate calendars, appointments, and meeting arrangements, including preparing agendas and follow-up materials.
• Provide general administration such as organizing meetings, creating reports and presentations, stock monitoring of office supplies, and management of office facilities and equipment.
• Support data organization by maintaining databases and tracking tools essential for investor relations and operational effectiveness.
• Collaborate with different departments to aid cross-functional projects, monitoring deadlines and deliverables.
• Maintain comprehensive and confidential electronic and physical filing systems that securely store sensitive information.
• Perform additional responsibilities as required, potentially including marketing assistance, event organization, conducting research, and other projects supporting the company's objectives.

Qualifications and Competencies

• Demonstrated experience in an Executive Assistant or comparable administrative capacity.
• Strong verbal and written communication skills.
• Excellent organizational aptitude with the ability to manage time effectively and meet deadlines.
• High attention to detail and accuracy.
• Proficient with Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Discreet handling of confidential and sensitive information.
• Ability to work collaboratively in a team environment with good interpersonal skills.
• Flexible and adaptable in a fast-changing workplace.
• Self-driven and proactive problem-solver.
• Familiarity with real estate or investor relations environment is advantageous but not essential.

Additional Information

Fairhaven Property Group is an evolving organization; job responsibilities may expand with company growth. The successful applicant will play a key role impacting various facets of operations and supporting the firm's continued success.