Projects & Executive Assistant

I’m looking for a driven Projects and Executive Assistant (title negotiable). You’ll help me scale businesses. We are building an AI-first workplace – together, we’ll build intelligent workflows (ChatGPT, video, analytics) so your energy can go into creativity, not administration. Why you’ll wear three hats (and love it)One portfolio, many levers. From management consulting with Kiwi SMEs to protecting critical infrastructure, such as hospitals, to helping families with small kids, and people with disabilities live confidently through life's challenges.

All tasks you will complete will help businesses generate revenue, and in the long term, contribute to building a flywheel of change that our society needs. Shared hub = outsized impact. A single high-leverage assistant lets us move faster, reuse AI tools and insights, and channel more energy into our mission. Variety + mastery. You’ll juggle operations, EA duties and some creative work—perfect for a curious generalist who thrives on learning curves. The three hats you’ll wear: Area & what you’ll actually do.

Service Operations• Schedule service engineers, confirm appointments, tidy job notes • Draft & send customer reports and quotes • Research new service prospects to feed the sales funnelProjects Assistant • Check in with international staff members and gather reports from them, building up a clearer picture of their workflows. • Collate reports from different sources to allow me to make quick, accurate decisions. Executive Assistant • Own my calendar, email triage & travel bookings • Drive special projects (events, research, slide decks)What success looks likeService utilisation and revenues rise, on-time jobs hit 95 %We have accurate dashboards of projects to ensure quick decision making.

We build a repeatable system that can feed into the future flywheel Must-have skills & mindsetProven organiser who loves checklistsComfortable with office tools – xls, word, and ppt. Comfortable prompting AI tools (ChatGPT, Otter. ai, Claude, Midjourney, etc. )Clear written EnglishGrowth mindset—experiment, learn, iterateNice-to-havesMarketing/E-com platforms: HubSpot, Shopify, Klaviyo. Project management: Jira (or Asana, Trello, Monday) for agile sprints & content calendars ERP / inventory systems: ABEL, Cin7, Unleashed—helpful when pulling product or order data for campaigns Data wrangling:

Wrangle data into readable, usable information across multiple platforms, simple dashboards and “so-what?” insights Logistics & benefitsAuckland-based hybrid (minimum three office days across three potential office sites) Competitive salary Personal development budgetHow to apply Email andrew. sharp@heliosps. com with: One-page CV (PDF)60-sec video (phone selfie is fine) telling me why this mission excites youShort-listed applicants will tackle a paid mini-project using AI—so show me you’re keen to learn fast!