Executive Assistant

About the Company

Fidelity Life plays an important part in New Zealand’s growth journey and is focused on delivering value to its shareholders, customers, and employees. This is an opportunity to contribute to work that has a real impact on the lives of people across New Zealand.

Role Overview

This is a 12-month fixed-term position supporting several Fidelity Life executives. The role centers on delivering efficient administrative and operational assistance, staying ahead of issues before they develop, and helping advance business priorities while strengthening collaboration and team morale.

Success in this position means enabling executives to operate effectively and meet their strategic responsibilities, while also providing broad administrative and office support to their wider teams when needed. The role works closely with the Office of the CEO and requires both onsite and offsite support.

Administrative Support

• Take ownership of complex calendars by reviewing, prioritising, and recommending the best use of time.
• Ensure executives are fully prepared for meetings and that schedules support punctual attendance and priority alignment.
• Oversee inboxes by handling or drafting replies to internal and external contacts when appropriate, while managing sensitive correspondence through proper filing and archiving.
• Prepare executives for approvals, sign-offs, and decision points, using sound judgement where needed.
• Identify issues early, manage emerging workload pressures, and keep executives ready for meetings and deadlines ahead of time.
• Free up executive time so they can concentrate on strategic and high-priority work by supporting day-to-day team activity.
• Arrange travel end to end, prepare detailed itineraries, and process travel expense reports, including remote support for logistics as required.
• Support timely expense review and submission, provide feedback on team expense claims, and assist with budget tracking for team engagement and morale activities.
• Deliver a professional guest experience for visitors onsite and offsite, including hospitality coordination, knowledge of suitable venues, guest preferences, and EA contacts.
• Cover reception duties during receptionist leave periods.

Team Collaboration and Organisation

• Review team correspondence and assist with document formatting, markup, and proofreading.
• Support initiatives that improve the efficiency and effectiveness of executive teams.
• Help keep executive teams running smoothly by assisting with recruitment, onboarding, and offboarding.
• Assist with logistics related to Fidelity Life’s flexiplace location policy.
• Identify opportunities to improve efficiency, reduce costs, strengthen controls, introduce digital solutions, improve governance, enhance coordination, and support team operating rhythms.

Experience and Skills

The ideal candidate brings more than 5 years of experience in an Executive Assistant role, with exposure to the demands of highly regulated, fast-paced, complex, and changing environments. Experience in financial services is preferred but not essential.

You should have a strong interest in governance and/or project management, a practical focus on outcomes, and excellent written and visual communication skills. The role also calls for the ability to build strong relationships with stakeholders at all levels, including board members, executives, senior leaders, and team members.

You will need to confidently prioritise executive schedules, make judgement-based decisions in shifting situations, and work accurately and efficiently in a fast-moving environment. Strong initiative, ownership, and the ability to handle ambiguity with minimal supervision are essential.

Advanced technology skills are important, especially across Microsoft tools such as Teams, Word, PowerPoint, Excel, Outlook, and OneNote. Experience with virtual event platforms would be an advantage.

Additional Information

This is a fixed-term role for 12 months. Fidelity Life is an equal opportunity employer and is committed to building an inclusive workplace where diversity is valued.

Recruitment agencies should note that Fidelity Life works with only a small group of preferred suppliers and does not respond to unsolicited approaches from agencies outside that group.

Why Join Us

If you want a role where your contribution can make a meaningful difference, this is an opportunity to join a team focused on protecting and enhancing the lives of New Zealanders.