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Executive Business Support Coordinator

xero · 30+ days ago

Singapore, SG

Negotiable

Full-time

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Working with Singapore’s Regional Director and local leadership team, this role will be responsible for providing support to Asia’s Regional Director in terms of diary management, travel planning and prioritization of day to day responsibilities. You will be a key player in helping make everyday life at Xero tick, providing exceptional administrative support to the Regional Director and Senior Leaders to ensure the team is well supported, ensuring the smooth management of daily operations for the Asia team. You will report directly to the Chief of Staff in the UK, working closely with other Business Support Coordinators, Work Experience team, senior leaders and wider teams to reduce friction within our processes to ensure everything runs smoothly.

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, predicting, prioritizing and taking ownership of things constantly, as you go.

What you'll do...

Provide administrative support to the Regional Director including, but not limited to, diary management, scheduling office meetings between teams, expense claims, bookings, reservations and end-to-end travel arrangements.
Provide administrative business support to the Asia Leadership Team including meeting management, offsite coordination, team development activities.
Provide administrative business support and trip coordination for any visiting executives.
Coordinate the scheduling of and the capturing of key actions and minutes from strategic planning meetings as directed by the Regional Director.
Take ownership of key meetings, prepare agenda, minutes and other documentation in a timely and accurate manner.
Serve as a lead for small scale projects within the office.
Manage follow up on day-to-day actions resulting from leadership meetings and planning workshops.
Act as the primary liaison between the Regional Director and Leadership Team, as well as other parts of the business to coordinate diaries, manage events, resource plan and follow up outstanding tasks or deliverables.
Evolve the relationship to anticipate the needs of the Regional Director to relieve mental load.
Provide complete discretion and confidentiality on all business matters.
Communicate and collaborate effectively with a diverse range of people and job functions.
Work closely with Workplace Experience, the front of house experience and provide back up 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, receipting and payment.
Provide onboarding support for new employees.
Be a champion within the Leadership Team for global ways of working and communication.

Experience..

Proven 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.
Relevant experience in project management.
Demonstrated multitasking skills in dynamic and fast-paced environment.
Proficiency with C-suite preferable, but not essential.

Critical Competencies...

Highly organized, action orientated and detail-focused, with the ability to plan ahead and anticipate the needs and requirements of a busy, executive function.
Ability to quickly build effective working relationships with others at all levels of the organization.
Excellent verbal and written communication skills, with the ability to produce and present materials to a very high standard.
Competent at managing and facilitating business critical issues, prioritizing conflicting needs proactively and with follow through.
Excellent soft skills, high empathy, cultural awareness and broad life experience.
A flexible mindset combined with the ability to thrive in a dynamic and ambiguous environment.
Ability to travel to support the Regional Director as necessary.
Willingness to work unconventional hours, albeit flexibly

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Last updated on Oct 16, 2024

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