Role Description The Executive PA – Governance, HR & Project Support provides high-level assistance to the CEO, Board of Trustees, and wider organisation. The role ensures smooth executive operations, strengthens governance processes, and provides support across HR, Health & Safety, contracts, and key projects. By managing communications, systems, and workflows, the role helps the CEO and organisation deliver effectively on its kaupapa and community outcomes. Responsibilities - Executive & PA Support - Manage the CEO’s inbox and calendar, ensuring priorities are tracked and actioned. - Draft and prepare correspondence, reports, agendas, and presentations. - Coordinate meetings, travel, and events. - Maintain task/action lists and follow up on deadlines. - Handle sensitive information with discretion and professionalism. - Governance Support - Collate reports and prepare Board meeting packs. - Coordinate Board meetings (scheduling, minutes, action tracking). - Maintain accurate records of Board decisions and governance documents. - Support compliance with governance policies and reporting obligations. - Human Resources Support - Assist with recruitment, job ads, interviews, and employment documentation. - Support onboarding, induction, and digital personnel filing. - Help maintain HR policies, manuals, and procedures. - Assist with staff engagement initiatives and training coordination. - Health & Safety Support - Support the H&S lead with documentation and audits (e.g., Tōtika). - Collate evidence and maintain organisational H&S records. - Ensure H&S policies and procedures are up to date and accessible. - Contract & Project Support - Maintain the contract register with deadlines, contacts, reporting, and budget status. - Assist projects (e.g., Matariki) with planning hui, budgeting, and follow-up tasks. - Support funding and reporting requirements as needed. - Filing & Document Management - Maintain tidy and accessible digital filing systems in the shared drive. - Organise contracts, compliance documents, and operating manuals. - Keep SOPs, templates, and records current and well-structured. Qualifications - 3+ years’ experience as a PA/EA or similar support role. - Strong organisational and time management skills. - Experience supporting governance, HR, or compliance functions. - Proficiency in Microsoft Office/Google Workspace. - Excellent written and verbal communication. - Professional, proactive, and solutions-focused. - Strong relationship builder with excellent interpersonal skills. - Able to manage multiple priorities independently. - Commitment to kaupapa Māori values and community development.

• Provide administrative support to executives within our Experian Marketing Services (EMS) business unit. • Book travel arrangements (international and domestic), including flights, transportation, and accommodations. • Responsible for preparing, submitting, and reconciling expense reports, ensuring compliance with company policies. • Take meeting minutes and help track action items from meetings when requested. • Help ensure executive is on time to important meetings and assist with conflicts when requested. • Organize presentation materials. • Plan events, including team building and off-sites. • Work with other Executive Assistants and provide backup. • Assist with department new hire set up - equipment ordering, office supplies, profile set up, and onboarding meetings.

• Provide administrative support to ensure efficient operation of the office • Manage schedules to ensure all appointments and meetings are well-coordinated • Handle correspondence, including emails and phone calls, professionally and timely • Organize files systematically for easy retrieval and management • Assist with various tasks to facilitate smooth workflow

• Manage complex calendars, schedule cross-functional meetings, and prioritize conflicting demands across multiple time zones • Act as the primary liaison between leadership and internal teams, external partners, vendors, and agency collaborators • Oversee travel coordination, detailed itineraries, and expense reporting for executive initiatives and brand events • Track high-priority action items and ensure deliverables from leadership meetings are completed on time • Draft, proofread, and format internal communications, company-wide updates, and external partnership correspondence • Assist with ad-hoc projects across e-commerce, brand marketing, and event coordination as needed to support business growth • Handle sensitive and confidential business information with the utmost discretion and professionalism