About Company
Beca is one of Asia Pacific’s largest independent advisory, design and engineering consultancies. We are a passionate team of over 3,800 employees in 20 offices worldwide, working together to create a better future for our communities. With a legacy spanning over 100 years, Beca prides itself on innovation, collaboration, and making a tangible difference through our work. We offer diverse services across various markets including transport, water, buildings, industrial, and power. Our culture is built on a foundation of integrity, respect, and a commitment to excellence, fostering an environment where our people can thrive and contribute to impactful projects. Join us and be part of a team that shapes the world around us.
Job Description
Are you an organised, proactive, and highly efficient administrative professional ready to make an immediate impact? Beca is seeking a dedicated Secretary to join our dynamic team in Auckland. This is a fantastic opportunity for an experienced individual to provide essential administrative support to our project teams and senior staff, ensuring the smooth and effective operation of our busy office environment.
In this pivotal role, you will be the backbone of our operational efficiency, managing a variety of tasks that require excellent attention to detail, strong communication skills, and the ability to prioritise effectively. You will be instrumental in maintaining organised records, coordinating schedules, and facilitating communication across different departments. This position demands a professional who is comfortable with a fast-paced environment and capable of handling confidential information with discretion and integrity. We are looking for someone who can hit the ground running, bringing their proven secretarial skills to enhance our team’s productivity from day one. If you thrive on being a central point of contact, enjoy supporting a diverse group of professionals, and are eager to contribute to meaningful projects, we encourage you to apply. Your ability to anticipate needs, problem-solve proactively, and maintain a positive attitude will be key to your success in this role. Beca offers a supportive work culture, opportunities for professional development, and the chance to be part of a company that values its people and their contributions to society.
Key Responsibilities
- Provide comprehensive administrative and secretarial support to project teams and senior management.
- Manage and maintain diaries, schedule meetings, appointments, and travel arrangements.
- Prepare, edit, and proofread correspondence, reports, presentations, and other documents.
- Organise and coordinate internal and external meetings, including room bookings, catering, and minute-taking.
- Handle incoming and outgoing communications, including phone calls, emails, and mail.
- Maintain an efficient filing system, both physical and digital, ensuring information is easily accessible.
- Process invoices, expense claims, and other financial documentation in a timely manner.
- Assist with project-related administration, including document control and project tracking.
- Order and manage office supplies, ensuring adequate stock levels are maintained.
- Act as a primary point of contact for internal and external stakeholders, greeting visitors professionally.
- Uphold strict confidentiality with all sensitive information and documents.
Required Skills
- Minimum of 3 years of secretarial or administrative assistant experience in a corporate environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
- Exceptional organisational and time management skills with the ability to multitask.
- Strong written and verbal communication skills.
- High level of attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Proven ability to maintain confidentiality and exercise discretion.
Preferred Qualifications
- A formal qualification in Business Administration or Secretarial Studies.
- Experience working within an engineering, construction, or professional services firm.
- Familiarity with document management systems and CRM software.
- Experience with minute taking for high-level meetings.
Perks & Benefits
- Competitive salary and performance-based bonuses.
- Comprehensive health and wellness programs.
- Professional development and career growth opportunities.
- Flexible working arrangements (where applicable).
- Employee assistance program (EAP).
- Modern, collaborative office environment in Auckland CBD.
- Social clubs and regular team events.
- Opportunity to contribute to significant projects that shape New Zealand's infrastructure.
How to Apply
If you are ready to take on this exciting challenge and contribute to a leading New Zealand company, we encourage you to click the ‘Apply Now’ link below. Please submit your resume along with a cover letter outlining your relevant experience and why you are the ideal candidate for this role. We look forward to reviewing your application.