Executive Assistant

Why This Role Matters

Behind every high-performing executive is someone who creates the space for them to lead at their best.

As Executive Assistant to our Chief Executive Officer, you'll be far more than an organiser of calendars and meetings. You'll be a trusted partner, helping connect priorities, people and information so our CEO and Executive Leadership Team can focus on shaping the future of Douglas.

Working alongside our CEO, Executive Director and senior leaders, you'll play a key role in keeping our business moving. From coordinating governance activities and executive communications to driving continuous improvement across the Executive Office, your ability to anticipate needs, solve problems and bring calm to complexity will have a direct impact on how we operate as an organisation.

If you're someone who thrives on building trusted relationships, loves creating order from complexity, and takes pride in delivering exceptional support, this is an opportunity to make a genuine difference.

What You’ll Do

As the CEO's trusted right hand, you'll provide proactive executive support while helping ensure the Executive Office operates efficiently and professionally.

Your responsibilities will include:

• Managing complex executive diaries, priorities, travel and confidential correspondence.
• Coordinating Executive Leadership Team meetings, planning sessions and follow-up actions.
• Preparing agendas, board papers, presentations, reports and meeting minutes.
• Managing executive communications and supporting internal and external stakeholder engagement.
• Coordinating governance activities, including Trust administration, Trustee communications and governance records.
• Supporting executive visits, leadership events, company functions and international conference logistics.
• Managing purchase orders, invoices and executive expense processes.
• Leveraging technology and AI tools to improve workflows and enhance Executive Office efficiency.
• Identifying opportunities to streamline processes and continuously improve the way the Executive Office operates.
• Acting as a trusted liaison between the Executive Office and internal and external stakeholders.

What You'll Bring

• Five or more years' experience supporting senior executives at Executive or C-suite level.
• Demonstrated experience coordinating executive meetings, governance activities and leadership initiatives.
• Advanced Microsoft Office skills and confidence working across digital collaboration tools.
• Outstanding organisational skills with the ability to manage multiple priorities while maintaining exceptional attention to detail.
• Highly developed written and verbal communication skills.
• Absolute discretion and professionalism when handling confidential information.
• Proven ability to build trusted relationships across all levels of an organisation.
• A proactive approach with the confidence to anticipate needs and solve problems before they arise.
• Experience supporting Boards, Trustees or governance committees will be a big advantage.
• Basic financial administration experience, including purchase orders or invoice processing is a plus.
• Experience using AI or digital tools to improve business processes and efficiency.

Why join us?

At Douglas, you'll join a business where your contribution is genuinely valued. You'll work alongside inspiring leaders, be trusted with meaningful responsibility, and have the opportunity to shape how our Executive Office operates into the future.

You'll also enjoy:

• Award-winning culture – Join a team that's genuinely a great place to work (and we've got the awards to prove it).
• Career growth – We're big on developing our people and promoting from within.
• Extra leave – After six years with us, you'll get five weeks of annual leave.
• Parental perks – Get 16 weeks of top-up payments during your parental leave.
• Security matters – We've got you covered with life and income protection insurance.
• Feel good with THRIVE – Our wellbeing program helps you be your best, inside and out.
• Exclusive discounts – Enjoy special deals on big-name brands like Clinicians, BraveFace, Avène, Ego and more.

At Douglas, we're more than just a company - we're a community of people driven to make a difference. We're proud to be one of New Zealand's biggest pharmaceutical success stories, and we're growing globally. Privately owned and future-focused, our team of 500 includes scientists, engineers and experts from every discipline, all working together to create high-quality healthcare products that improve lives around the world.

Come join us on this mission to improve lives.