Senior Executive Business Support

2 months ago

Wellington, New Zealand Xero Full time

As Senior Executive Business Support, you will provide exceptional administrative support to the Manager of the CEO Office. This role will ensure that the operations of the CEO office are well supported and enable the smooth management of their daily operations.

This role will be full of variety and you'll need to have great communication, time management adaptability and prioritization skills. We're a fast moving dynamic business and you’ll need to be able to deal with all those last minute developments.

**What you'll do...**:

- Primary responsibility to ensure smooth day-to-day business operations and support to the Manager to the CEO Office.
- With a collaborative mindset, you will focus on championing company culture, refining processes, improving efficiency & productivity and enhancing internal functions and business systems.
- Provide administrative support through variety of tasks related to Manager of CEO office such as revising and maintaining agendas and documents, managing purchase orders and vendor invoices, setting up key meetings & catering as well as working closely with WX.
- Compile and gather information & research for upcoming events and offsites
- Coordinate domestic and international travel, process expense reports and assist with management of budget for travel and events.
- Schedule and coordinate logistics for conferences and special events (both offsite and onsite).
- Support the Manager of CEO Office to maintain and keep up-to-date Distribution groups, relevant Onboarding documents and Shared Drives, ensuring teams are consistent with formatting/structure, pages are relevant and updated regularly.
- First point of contact for ad hoc duties and requests from office of the CEO (supporting the CEO, XLT and Board Members),including, but not limited to, organizing travel, wellbeing gifts, catering.
- Gather, collate & research information based on CEO requests.
- Develop and maintain effective working relationships & create clear communications between CEO Office, XLT EAs & Business Support portfolios.
- Act as a liaison and trusted partner for the Manager of the CEO office, field and funnel incoming requests; exercise strong judgment and discretion with highly confidential information.

**What you'll bring with you...**:

- Previous experience working in a Senior Support Role (minimum 5 years supporting C Suite/MD/CEO level), navigating a dynamic and high pressure environment while overseeing multiple stakeholders.
- Self motivated professional with a proven track record of working autonomously adept in multitasking, and handling competing priorities.
- Demonstrated history of consistently delivering against deadlines, with strong project management skills and maintaining a high attention to detail.
- Experience booking travel for executives and senior leaders.
- Experience in coordinating and managing end-to-end events for groups of leaders involving intricate schedules and logistics across multiple time zones.
- Experience in prioritization and being able to work in collaboration with the wider support function to get the desired outcomes.
- Innovative mindset who copes well with change, ambiguity and utilizes critical thinking and problem solving skills to create efficiencies.
- Experience in managing challenging situations effectively with the ability to remain calm under pressure and make informed decisions.
- Demonstrated ability to build and maintain a professional network, both internally and externally and be a strong team player.
- Strong communication, planning, organisational and analytical skills, complemented by excellent verbal and written communication abilities.

Applications close Friday 18th October.

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