Executive Assistant

About Fresh Minds by ProCare

Fresh Minds is a mental health and wellbeing services provider owned by ProCare, New Zealand’s largest primary health organisation. Its purpose, Kia puāwai te hauora, is to help people across Aotearoa flourish in mind, body, spirit, and community.

As part of the wider ProCare network, the organisation works with general practices, community partners, funders, and other health and commercial stakeholders to deliver accessible, coordinated, people-focused wellbeing support. The work includes clinical services, programme delivery, governance, contracts, reporting, stakeholder engagement, and operational assistance, all within a fast-moving healthcare environment where strong coordination and clear communication are essential.

The opportunity

This fixed-term role is for 1.0 FTE and 40 hours per week, running from 24 August 2026 to 25 July 2027. The position is based across Fresh Minds locations, with a regular expectation to be in the Parnell office on Mondays and the Northwest site on Thursdays. Some travel to other Fresh Minds locations may also be needed for meetings, events, and stakeholder engagement.

Fresh Minds is looking for an organised and experienced professional to join its friendly, diverse team in a role with two main focuses. The first is executive support for the General Manager of Fresh Minds, including day-to-day coordination, initiative support, and acting as a key link between governance and operational stakeholders. The second is administration and programme coordination support, working with Team Leads to assist service delivery, resource planning, reporting, and programme administration.

In this position, you will help keep communication flowing between the Fresh Minds Board, governance committees, and operational teams, while also monitoring programme progress, identifying issues, and supporting the achievement of programme outcomes and contractual responsibilities. The role is central to keeping executive and programme operations organised, connected, and running smoothly.

What you will do

• Provide high-level support to the General Manager, including coordination, administration, and executive assistance.
• Work as a central contact point between governance bodies and operational stakeholders to support communication and follow-through.
• Assist with governance coordination and support engagement with the Fresh Minds Board and committees.
• Help plan and coordinate key initiatives, projects, meetings, and events.
• Support Team Leads with administration, service coordination, reporting, and resource management.
• Track programme performance, spot gaps, and contribute to delivery of programme outcomes and contractual obligations.
• Maintain efficient workflows, accurate information handling, and strong organisational support across the team.

What we are looking for

• A relevant qualification in administration, office management, business support, or a related field.
• At least 2 years’ experience supporting executives or governance functions at a senior management level is preferred.
• Well-developed administrative, planning, and coordination abilities with the confidence to manage multiple priorities.
• Experience with report preparation, information management, and project or programme support.
• Any background in healthcare, not-for-profit, or community-based organisations would be an advantage.
• Proven ability to build strong working relationships across a wide range of stakeholders.
• Excellent written and verbal communication, a professional manner, sound judgment, discretion, and strong attention to detail.
• A genuine commitment to improving fair health outcomes for communities across Tāmaki Makaurau and Aotearoa New Zealand.
• Good understanding of Te Tiriti o Waitangi and how it informs the organisation’s work.

What we offer

• A competitive salary package and benefits.
• Flexible working arrangements with a hybrid mix of remote and office-based work.
• A collaborative, supportive, and values-led team environment.
• Exposure to multiple Fresh Minds locations, including the modern Parnell head office and the Northwest site.
• The chance to contribute meaningfully to healthcare outcomes across Aotearoa New Zealand.

Eligibility and application

Applicants must be legally entitled to work in New Zealand. Agency enquiries are not required.

To apply, submit your CV and application through the application process provided by the employer.

Role details

This is a contract position, working 40 hours per week. The role is fixed term from 24 August 2026 to 25 July 2027. The schedule includes regular onsite work on Mondays in Parnell and Thursdays at the Northwest site, with hybrid flexibility for other days.