Business Support Coordinator

Summary

Join Xero as a Business Support Coordinator and become a key player in ensuring the smooth operation of the company. You will provide exceptional administrative support to executive-level leaders, coordinating work across various domains. Responsibilities include diary management, travel arrangements, expense claims, event planning, and onboarding support. You will collaborate with other coordinators, managers, and teams to improve processes and foster a positive work environment. Success in this role involves effective diary management, timely travel and expense processing, and excellent quality of work. The ideal candidate will have significant experience supporting senior executives and a proven ability to manage multiple tasks in a fast-paced environment.

Requirements

• Significant experience supporting Senior Executives in an administrative capacity
• Experience in building and maintaining excellent working relationships with people at all levels of the organisation
• A high level of integrity and experience dealing with confidential and sensitive information
• Experience in project or operations coordination
• Experience gained in a fast growth, global business highly regarded
• Demonstrated multitasking skills in dynamic and fast-paced environment
• Experience driving project and/or process change and improvement initiatives from concept through to delivery
• Ability to work collaboratively across a global business showing confidence working with multiple time zones
• Highly organised, action orientated and detail-focused
• Ability to quickly build effective working relationships with others at all levels of the organisation
• Competent at managing and facilitating business critical issues, prioritising conflicting needs proactively and with follow through
• Comfortable behind the stage, supporting the person in the spotlight; thrive on helping others be their best selves and anticipating needs
• Excellent communication skills, attention to detail and ‘can do’ attitude
• Good practical process management skills including documentation and continuous quality improvement disciplines
• A flexible mindset combined with the ability to thrive in a dynamic and ambiguous environment - works well under pressure with minimal supervision
• Most importantly, a can-do attitude and willingness to roll sleeves up and help out where needed!

Responsibilities

• Provide administrative support to senior leaders within the Leadership team (who are primarily based in PST timezone ) including diary management, scheduling office meetings between teams, managers and departments, expense claims and end-to-end travel management
• Work with the EA’s to coordinate the SLT’s annual events calendar and provide assistance when necessary
• Develop and maintain good working relationships within the group you support and the wider organisation and admin community
• If required for your domain, raise and track required purchase orders for teams and assist by keeping track of contracts, recurring purchase orders and the receipting and payment processes for your EGM’s
• Support the Leadership Team by providing organisational event support including the setup and coordination of project meetings, workshops and events. Ensure all pre reads and resources are provided in a timely manner
• Provide onboarding support for new employees
• Act as internal liaison between the Leadership team and other parts of the business to coordinate diaries, manage events, and resource planning
• Be a champion within the Leadership Team for global ways of working and communication

Preferred Qualifications

Proficiency with G-suite preferable, but not essential

Benefits

• Very generous paid leave to use however you’d like (plus statutory holidays!)
• Dedicated paid leave to care for your physical and mental wellbeing as well as an Employee Assistance Program to access mental health care for you and your family
• Employee resource groups
• Wellbeing programming and allowances
• Medical, dental, vision, and disability insurance
• Fertility and family forming financial support
• 401k contribution matching
• 26 weeks of paid parental leave for primary caregivers
• An Employee Share Plan
• Beautiful offices with snacks and break areas
• Flexible working
• Career development