Business Coordinator & EA - Remote / NZ based only | up to 15 hours per week w/ mid-week touch point + Friday sync meeting | $50–$60 NZD per hour

Written By Katee Gray

Website: www.ninafield.co.nz

ABOUT NINA FIELD

Nina Field is a Business Psychologist and Strategic Thinking Specialist who helps leaders maximise their impact in a demanding and uncertain world. Working with mid to senior-level leaders across government, not-for-profit, and private sectors throughout New Zealand, Nina develops strategic thinking capabilities that enable leaders to thrive under pressure and navigate complexity with clarity.

Her work weaves principles of strategy and psychology with leadership development - going beyond frameworks to develop the whole person. Nina's approach is grounded and wise, helping leaders see strategy clearly, lead with purpose, and realise their potential for greater impact. She's constantly stepping up and contributing her expertise to causes that matter, driven by a genuine belief in the difference this work makes.

The practice is in a consolidation phase - everything has been refreshed, tweaked, and refined over the past year. Clients include organisations like Defence Science & Technology, Connetics, Whangarei District Council, Pro Clima, and Ministry of Justice. The practice offers strategic thinking development programmes, executive coaching, workshops for senior teams, and keynote speaking.

THE ROLE

For the full position description, please click here.

I need someone who takes on the detail and the systems side of my practice, so I can stay focused on strategic thinking and client delivery.

You'll own my calendar and capacity, working out what needs to happen and when, so I always have visibility on what's coming rather than carrying it myself, both practically and mentally. You'll build the structure behind how my content gets out into the world and how my programmes and events run, from intake through to delivery, drawing that process together into something clear rather than something that only lives in my head. You'll be a confident, capable point of contact for clients once they're working with me, and you'll bring the systems thinking that spots opportunities to simplify.

What matters most to me is trust and reliability. I want to know that even when we haven't spoken about something directly, it's being looked after. I want someone who asks questions and flags things early, especially while we're finding our rhythm together, rather than sitting quietly with something that isn't working. This means being able to reverse brief and create clarity. 

This is a remote, contractor role, up to 15 hours a week, with flexibility for reduced hours during school holiday periods. We'll run a sync on Fridays to look ahead at the week coming up, with another touchpoint through the week to keep my mental load light.

We'll know this is working when I feel confident things are taken care of and balls haven’t been dropped.

WHAT YOU'LL OWN

  • Calendar, Capacity & Mental Load - manage the calendar and coordinate time blocks across delivery, content and outreach, handle travel and event logistics, run the Friday sync previewing what's ahead, keep contact records, inbox triage and invoicing on track, and provide ad-hoc admin support where needed.

  • Programme Coordination & Delivery - coordinate programmes and events from intake through to delivery, act as the client's point of contact once they're onboarded, and build and maintain the SOPs and systems that make delivery seamless & repeatable.

  • Content, Positioning, Marketing & Tech Support - turn draft content into LinkedIn posts and newsletters, manage the publishing cadence, support Canva design for marketing collateral, help with research into positioning and PR opportunities, and handle occasional website updates.

PREVIOUS EXPERIENCE

  • EA, Business Coordinator or Practice Manager background, ideally with exposure to structured, detail-heavy coordination work

  • Experience managing a calendar, inbox or client communications for a senior person or small practice

  • Experience supporting mid to senior-level audiences in corporate business environments.

  • Comfortable working with confidential and sensitive information

SKILLS & CAPABILITIES

  • You’re proficient in Microsoft Suite (Outlook, PowerPoint, OneNote, Teams), including basic PowerPoint

  • You’re comfortable and / or willing to learn the following platforms and tools: Asana (or similar project platform), Canva, MailerLite, Zoom, Xero, Claude / CoPilot, Wix, Miro & Calendly

  • A systems thinker who simplifies rather than complicates. You take a complex, multi-step process and find the simpler path through it.

  • Initiative taker. Confident to take full ownership of what's handed to you or ask great questions to clarify the brief. Once something's yours, you run with it. 

  • A clear, proactive communicator. You give updates before being asked, and you flag questions or concerns early rather than sitting with them.

  • Steady under pressure and when mistakes happen. You own them, fix them, and move on with a level head.

  • Highly proficient in Microsoft Suite, including comfortable, independent troubleshooting in PowerPoint.

  • Someone who builds trust quickly. Even without a meeting to cover every detail, you're across your work and I can see the high level overview. 

  • Anticipate needs - you think ahead and spot what's coming before it becomes urgent.

WHAT DRIVES YOU

  • You genuinely enjoy being the person who holds the pieces together. It's not a burden to you, it’s just what you do. It's something you're good at and proud of.

  •  Self-directed and motivated.  You're motivated by doing the work well and reliably, more than by being noticed for it, and you’re comfortable working with minimal engagement once you are confident with the work. 

  • You're comfortable growing into parts of the role you haven't fully mastered yet, rather than needing to arrive with everything already figured out.

  • You bring your own conviction to the table, and don't need constant validation to know you're doing a good job.

WAYS OF WORKING

NZ based only | up to 15 hours per week w/ mid-week touch point + Friday sync meeting | $50–$60 NZD per hour

This role has flexibility for reduced hours during school holiday periods. We'll run a sync on Fridays to look ahead at the week coming up, with another touchpoint through the week to keep my mental load light.

READY TO APPLY?

If this sounds like the right fit for where you're at, we'd love to hear from you.

Complete the online form below:

- Your CV (PDF, max 2 pages, keep it relevant)

- A one-page cover letter or a 2-3 minute video. Your call. Tell us why this role appeals, how your experience maps to what's described, and what it's like to work with you.


Applications without a cover letter or video won't be progressed. 

Candidates successfully shortlisted will hear from Katee Gray initially. From there, we will be aiming to proceed with first round interviews the week of September 1st, and will continue to accept applications until we find the right fit. 

Questions? Contact Katee Gray: hello@kateegray.com

Katee Gray