Coordinate Board meetings, manage communications, and improve governance practices while supporting the Company Secretary team at Xero.
Our Purpose
At Xero, we’re here to help you supercharge your business. We do this by automating routine tasks, surfacing actionable insights and connecting businesses with the right data, advisors and apps. When that happens, we’re not only making life better for small business, we’ll be building a stronger economy that can change the world.
You will provide superior service and support to the operations, functions and processes of the Xero Board, Board committees and Company Secretary team.
Coordinate Board meetings and events, wrangle and load papers, and assist Xeros globally in their interactions with our non executive directors.
You will play a key role in making the governance of Xero’s global business #beautiful - driving continuous improvement in the efficient operation of the Company Secretary team and strengthening our governance practices.
A ‘can do’ attitude, confident communication, composure, and committed collaboration are key to your success in this role. In addition to your senior administrative expertise (eg as an executive assistant, board coordinator/administrator) - strong relationship building and stakeholder management skills, comfort working autonomously in a constantly changing landscape and being confident to contribute to process refinement are essential to shaping the role and thriving in this environment.
What you'll do
- Work collaboratively in a team environment with the Company Secretary team, and across Xero
- Deliver Board communications and act as first point of contact for Board logistics queries
- Plan, book and coordinate Board and Board committee meetings, assisting with the preparation of agendas, shell minutes and papers
- Manage Board Slack channels and be the point of contact for Xero’s Plan, book and organise in person board meetings. Tasks including booking hotels, transfers, restaurants, catering, meeting rooms, setting up and clearing meeting rooms.
- Liaise with local teams to manage the Board meetings when in the US and UK
- Occasionally book and manage offsite, social events during Board weeks
- Provide diary management, travel, expense management and technology support for non-executive directors
- Coordinate and collate Board and Board Committee papers eg review, manage and continuously improve Board paper logistics processes including template improvement, liaison with other Xero EA/operations roles
- Lead administrator of Diligent platform including creating ‘books’, loading papers, managing Diligent processes eg new users, including day-to-day supplier relationship management where required
- Maintain statutory records and other key company secretarial documents and records, such as Directors’ standing notices of interest and share trading requests
- Ensure the Auditors always have the latest signed minutes
- Support in meeting Xero’s regulatory requirements, including preparation and lodgement of procedural regulatory filings (ASX, NZ Companies Office) as required
- Assist with organising the Annual General Meeting - including logistics/project coordination as appropriate
- Assist with preparation and organisation of the annual Board Performance evaluation, Board education programme and Director induction
- Review, suggest and implement changes to Company Secretary policies and playbooks (eg Board logistics playbook), or assist to review and update
- Provide administrative support to the Company Secretary and the Company Secretary team, including purchase order and invoice management
- Plan, book and coordinate Company Secretary team meetings
- Provide backup administrative support to subsidiary Boards and subsidiary governance processes
What you'll bring with you
- Experience in a Board Coordinator/Assistant/Administrator or a Legal / Company Secretary Executive Assistant role at C-suite or Xco level (or similar)
- Experience managing senior stakeholders
- Experience in assisting with Board and Company Secretarial processes in an ASX listed environment preferred
- Experience in building and maintaining excellent working relationships with people at all levels of the organisation
- Experience in project coordination
- Proficiency with the Diligent platform highly regarded
- Proficiency with G-suite highly regarded
- Ability and desire to work in a highly dynamic environment and to operate within a constantly changing and evolving environment
- Ability to work and to influence outcomes as part of a globally dispersed team
- Excellent problem solving and decision making skills
- Multi-tasking abilities with a high degree of tenacity and persistence
Why Xero?
Offering 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, health insurance, life insurance, and income protection, wellbeing and sports programmes, employee resource groups, 26 weeks of paid parental leave for primary caregivers, an Employee Share Plan, beautiful offices, flexible working, career development, and many other benefits that reflect our human value, you’ll do the best work of your life at Xero.
Top Skills
Diligent Platform
Google Suite
Xero Sydney, New South Wales, AUS Office
Our office is in the heart of the Sydney CBD with views of the Sydney Harbour Bridge. We're just over by Wynyard Park so it's easy to get to.
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