Executive Assistant and Office Manager

Executive Assistant and Office Manager (Remote)

Our client, Bio Gold is New Zealand’s leading pine pollen supplement company, a seven-figure annual revenue business growing toward eight figures. They are expanding aggressively into Australia and building the team to support that growth.

This is a role for someone who thrives on structured implementation, enjoys solving practical problems and improving systems, and can stay calm and effective while working across multiple priorities. You’ll bring a mix of process discipline and curiosity for better ways of doing things, with the confidence to make judgement calls that protect leadership focus.

You’ll also suit this role if your natural decision style blends creative problem-solving with a clear-eyed, evidence-based approach: you’ll generate options quickly, then land the best path with crisp next steps.

The core purpose of the role

Your primary function is to act as a shield around the Founder’s and COO’s time. Not a funnel for questions or updates, but a genuine protector of attention. You’ll filter operational noise, spot what truly matters, and ensure it gets through clearly and promptly.

You’ll be set up with strong internal context, shared systems, and visibility into priorities. From there, success comes from operating with genuine independence and removing decisions from leadership’s plate, not adding to them.

What you’ll be doing

• Managing calendars, scheduling, and meeting coordination for the Founder and COO

• Inbox management and triage: handle what you can, route what you must, escalate only true leadership decisions

• Filtering signal from noise: what matters, what can wait, what never reaches the Founder’s desk

• Coordinating across the team: relaying information, tracking deliverables, and following up to completion

• Managing supplier and vendor communications on behalf of the leadership team

• Handling contracts, NDAs, and basic legal administration with confidence

• Organising travel, accommodation, and logistics

• Maintaining internal documentation and systems

• Bonus (not required): bookkeeping and financial administration support

AI fluency (non-negotiable)

The company operates with an AI-first mindset. An AI assistant supports email triage, and you’ll work alongside these tools to make high-quality judgement calls, manage relationships, and coordinate outcomes.
You must already be using AI tools daily. (Tooling includes Claude, Notion, Google Workspace, Shopify, and automation platforms.)

What we value

Judgment and taste, proactive initiative, professional concise communication, discretion, and adaptability as the company scales.

Location: Remote (New Zealand based)
Hours: Minimum 20 hours per week, (salary is prorata) with expectation to grow
Engagement: Contractor or employment (open to discussion)
Reports to: Founder (Carl Meyer) and COO (Scott Mitchell)

Recruitment process

1.Write a covering letter addressed to: Tracy and Simon from Bright Teams and upload on Seek
2. If Shortlisted you will be contacted (we are shortlisting daily)
3. You will be asked to complete an initial needs and motivations assessment, followed by interviews with the Founder and COO.

Ready to be the calm, decisive operator who protects leadership time and keeps execution tight?

Apply now with your CV and a short cover note about why this role suits your working style.