Executive Assistant - digital marketing, advertising, creative media industry

Position : Executive Assistant

Client’s Name : Stair Scream / High Media

Company’s Website : https://himedia.nz/

Salary : Open

Working Hours & Conditions : NZ Time

ABOUT THE COMPANY: 

Stair Scream and High Media are creative agencies specializing in digital marketing, web development, creative production, and visual storytelling. Operating across New Zealand and international markets, the businesses deliver innovative digital solutions, creative campaigns, music videos, and multimedia content for a diverse range of clients. 

With a fast-paced, collaborative environment, the agencies embrace creativity, technology, and modern AI tools to streamline operations and drive business growth.

OVERVIEW:

We are seeking a highly organized, proactive, and AI-savvy Executive Assistant to become the trusted right hand to the founder, supporting two dynamic creative agencies. This is more than a traditional administrative role—you will play a key part in managing daily operations, coordinating projects, streamlining communication, and implementing AI-powered solutions to improve productivity and efficiency.

The ideal candidate thrives in a fast-paced environment, enjoys problem-solving, and can confidently manage multiple priorities while supporting both operational and creative initiatives. You'll work closely with the founder, helping keep projects on track and allowing them to focus on strategic and high-value creative work.

RESPONSIBILITIES:

• Manage the founder's calendar, meetings, appointments, and daily priorities.
• Coordinate projects, deadlines, and communication across multiple businesses.
• Handle administrative tasks, documentation, and operational support.
• Prepare reports, presentations, meeting agendas, and follow-up action items.
• Streamline workflows and improve business processes using AI tools and automation.
• Assist with project management, task tracking, and team coordination.
• Liaise with clients, suppliers, and internal stakeholders professionally.
• Organize digital files, systems, and business documentation.
• Support creative and operational initiatives as business priorities evolve.
• Identify opportunities to improve efficiency and implement productivity solutions.

QUALIFICATIONS:

• Proven experience as an Executive Assistant, Personal Assistant, Operations Coordinator, or similar role.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal English communication skills.
• Highly proactive, resourceful, and capable of working independently.
• Experience supporting senior executives or business owners.
• Comfortable working in a fast-paced, evolving environment.
• Strong proficiency in Microsoft 365 and Google Workspace.
• Experience using project management and collaboration tools.
• Confidence using AI tools (e.g., ChatGPT, Claude, Gemini, or similar) to improve productivity and workflows.
• High attention to detail and strong problem-solving abilities.

PREFERRED SKILLS (nice to have):

• Experience working in creative, marketing, digital, or production agencies.
• Familiarity with project management platforms such as Asana, ClickUp, Monday.com, Trello, or Notion.
• Experience creating process documentation and workflow automations.
• Knowledge of CRM systems and business operations.
• Basic understanding of digital marketing, social media, or creative production workflows.
• Experience with AI-powered automation tools such as Zapier, Make, or similar platforms.
• Ability to anticipate business needs and recommend process improvements.