How you’ll make an impact
As Business Support Coordinator, you will be a key player in helping make everyday life here at Xero tick.
Finding comfort working in an ever-changing and fast-paced environment, with more than strong admin skills to offer, your ability to communicate effectively and think proactively will be second to none. You are the kind of person that is always one step ahead, planning and prioritizing constantly as you go.
You will provide exceptional administrative support to the Executive General Managers and Senior Leaders with that business area. A key part of this role is the coordination and orchestration of all work across the domains (Customer & Operations). You will work closely with other Business Support Coordinators, Operations Managers, senior leaders and wider teams to reduce friction within our processes to ensure everything runs smoothly. You will identify opportunities for improvement and help to deliver those improvements. And ensure the team is well supported, ensuring the smooth management of daily operations.
What you’ll do
- Provide administrative support to senior leaders within the Leadership team 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 organization 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 organizational 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.
Success looks like
- The Leadership Team is administratively well supported
- Diaries are managed effectively and keep in real time
- Travel is booked on time and with a level of care which means the traveler has a seamless experience
- Expenses are managed on time and within budget. Exceptions are escalated as appropriate
- Quality and accuracy of work is consistently excellent
- Team processes are well established and documented, and available to all teams
- A high degree of collaboration across the team (other Business Support Coordinators and Operations Managers) exists, with learnings and process improvements being shared and replicated, improving consistency and efficiencies across the functions
What you’ll bring with you
- Critical competencies:
- Ability to work collaboratively across a global business showing confidence working with multiple time zones
- Highly organized, action orientated and detail-focused
- Ability to quickly build effective working relationships with others at all levels of the organization
- Competent at managing and facilitating business critical issues, prioritizing 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!
- Experience:
- Significant experience supporting Senior Executives in an administrative capacity
- Experience in building and maintaining excellent working relationships with people at all levels of the organization
- 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
- Proficiency with G-suite preferable, but not essential
- Demonstrated multitasking skills in dynamic and fast-paced environment
- Experience driving project and/or process change and improvement initiatives from concept through to delivery
