Business Support Coordinator

7 days ago

Wellington, New Zealand Xero Full time

As a Business Support Coordinator in a job-share arrangement, you will play a key role in helping everyday life at Xero run smoothly. You will bring strong administrative skills, thrive in a fast-paced, ever-changing environment, and excel in communication and proactive thinking.

A critical part of this role will be collaborating closely with the person you are sharing the position with, ensuring seamless transitions and continuity of support. Your ability to build a strong working relationship with your job-share partner will be key to the role's success.

You will provide exceptional administrative support to Executive General Managers and Senior Leaders, coordinating work across domains (Customer & Operations). Working closely with other Business Support Coordinators, Operations Managers, and senior leaders, you will help reduce friction within processes to ensure the smooth management of daily operations. You will also identify and help deliver process improvements, ensuring the team is well-supported.

**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 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

**What you'll bring with you...**:
- Critical competencies
- Strong relationship-building skills, particularly with your job-share partner, to ensure smooth transitions and continuity of support.
- Availability to work on Tuesdays and Fridays, as these are essential for maintaining consistency and coordination.
- A high level of integrity, with experience handling confidential and sensitive information.
- 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
- Excellent communication skills, attention to detail and ‘can do’ attitude
- Good practical process management skills including documentation and continuous quality improvement disciplines
- Ability to thrive in a dynamic and ambiguous environment, working well under pressure with mínimal supervision.
- Most importantly, a can-do attitude and willingness to roll sleeves up and help out where needed

**Experience we are looking for..**:
- 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
- Proficiency with G-suite preferable, but not essential. Tech savvy.
- Demonstrated multitasking skills in dynamic and fast-paced environment
- Experience driving project and/or process change and improvement initiatives from concept through to delivery

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