Business Operations Support

This is a broad, hands-on role within our Business Operations Support (BOS) team, providing experienced operational and executive support across our New Zealand business.

We're looking for an operations all-rounder: someone highly organised, confident and approachable who enjoys being the person others can rely on to get things sorted.

No two days will look quite the same. You might start the morning helping a Director manage priorities and emails, support with invoicing or project setup, jump into a proposal deadline, help organise an event, and then spot a clunky process that could be done better.

You'll be comfortable moving between the detail and the bigger picture. You'll know when to take ownership, when to ask questions and when something needs to be escalated. Most importantly, you'll follow things through.

This isn't a traditional PA or office administration role. BOS operates as a national business support function, working across people, projects, systems, offices and business processes to service our four offices and team of 80+ individuals. We're looking for someone who wants to understand how the business works and help make it work better.

You'll work closely with the Business Operations Lead and wider BOS team, while building trusted relationships with Directors, Service Line Leads and teams across WT.

Executive & Director Support

Provide proactive, trusted support to Directors and senior leaders, helping them stay organised and focused on the business.

Responsibilities include:

Managing calendars, meetings and competing priorities

Supporting inbox and correspondence management where required

Coordinating travel, accommodation and associated logistics

Preparing documents, presentations, meeting materials and correspondence

Anticipating upcoming requirements and following actions through

Coordinating meetings, events and other Director-led activities

Handling sensitive and confidential information with discretion

Using sound judgement to resolve requests independently or escalate where appropriate

Business Operations Support

Provide confident, responsive operational support across WT and take ownership of activities that help the business run effectively.

Responsibilities include:

Managing day-to-day business and operational requests from across the business

Taking ownership of requests through to completion rather than simply passing them on

Coordinating shared BOS activities and providing support across offices during busy periods

Supporting onboarding, internal initiatives and wider business activities

Maintaining registers, trackers, templates and operational information

Working collaboratively across BOS to provide consistent national support

Identifying priorities, managing competing demands and communicating clearly when timelines or requirements change

Building strong knowledge of WT's business and connecting people with the right information, process or support

Supporting and guiding the Business Operations Assistant where appropriate

Projects, Invoicing & Business Systems

Support strong project administration and accurate business information throughout the project lifecycle.

Responsibilities include:

Project setup, maintenance and close-out

Supporting ProjectWorks administration and maintaining data accuracy

Preparing and coordinating client invoicing

Supporting forecasting, timesheet and expense processes

Maintaining project and client information across business systems

Monitoring information for errors, gaps or inconsistencies and proactively resolving them

Supporting reporting, registers and operational tracking

Helping teams understand and follow agreed business processes

Bids, Proposals & Document Support

Help WT present professional, accurate and compelling business documentation.

Responsibilities include:

Supporting RFPs, tenders, fee proposals and capability submissions

Formatting and quality checking reports, proposals, presentations and other business documents

Coordinating information, CVs, project examples and supporting material for submissions

Preparing documents for review, approval, signing and distribution

Maintaining templates and reusable business content

Working with teams during submission deadlines and other periods of high activity

Providing quality assurance across reports, proposals and business documentation, checking accuracy, consistency, formatting and compliance with WT standards.

Coordinating document review and approval processes where required.

Office, Events & Workplace Support

Help create well-run, welcoming and professional workplaces while supporting activities across WT's national office network.

Responsibilities include:

Supporting the day-to-day operation of the office

Coordinating suppliers, facilities, consumables and workplace requirements

Supporting Health & Safety and business continuity activities

Coordinating internal events, client events and team activities

Coordinating and supporting employee onboarding, including inductions, equipment, workplace setup and the overall new starter experience.

Coordinating meeting rooms, catering and event logistics

Troubleshooting workplace issues and coordinating the appropriate internal or external support

Stepping in across offices where additional support is required

Systems, Processes & Continuous Improvement

Take ownership of how work gets done and help BOS continually improve its systems, processes and service to the business.

Responsibilities include:

Becoming confident across WT's core business systems and processes

Identifying inefficient, duplicated or overly manual ways of working

Suggesting and implementing practical process improvements

Developing and maintaining processes, templates, guides and work instructions

Supporting consistent ways of working across offices and teams

Using Microsoft 365 and emerging technology to simplify routine work

Confidently adopting AI-enabled tools such as Microsoft Copilot

Supporting automation and improved workflows where appropriate

Sharing knowledge across BOS and helping others adopt improved ways of working

Asking “is there a better way to do this?” rather than simply repeating an existing process

The person we're looking for

We're looking for someone who:

Has strong experience in business support, operations, executive support or a similar fast-paced professional environment

Is confident supporting Directors or senior leaders and understands the discretion, judgement and anticipation that requires

Is exceptionally organised and can confidently juggle multiple competing priorities

Has a strong sense of ownership and follows things through

Is approachable, responsive and genuinely enjoys helping people

Can work independently without needing every step mapped out

Has excellent attention to detail and takes pride in producing high-quality work

Is comfortable working with systems, data and business processes

Is confident using Microsoft 365, particularly Outlook, Word, PowerPoint, Teams and SharePoint

Is curious about technology, automation and AI tools such as Microsoft Copilot

Is comfortable jumping between executive support, projects, invoicing, documents, events, offices and systems

Brings calm, common sense and good judgement when things get busy

Show us what you’d bring

This role is all about being proactive, resourceful and willing to get stuck in, and we’d love to see some of that come through in your application.

We’re not expecting the perfect cover letter, or 100% experience on everything we’ve listed. We are looking for effort, relevance and a sense of who you are.

Along with your CV, introduce yourself and tell us briefly:

Why this role caught your attention

What you think you’d bring to our Business Operations team

A few previous roles, projects or experien