Airwallex | Executive Assistant

2 weeks ago

hong kong, Hong Kong SAR China Airwallex Full time
About Airwallex

Airwallex is the only unified payments and financial platform for global businesses. Powered by our unique combination of proprietary infrastructure and software, we empower over 100,000 businesses worldwide – including Brex, Rippling, Navan, Qantas, SHEIN and many more – with fully integrated solutions to manage everything from business accounts, payments, spend management and treasury, to embedded finance at a global scale.

Proudly founded in Melbourne, we have a team of over 1,500 of the brightest and most innovative people in tech located across more than 20 offices across the globe. Valued at US$5.6 billion and backed by world-leading investors including Sequoia, Lone Pine, Greenoaks, DST Global, Salesforce Ventures and Mastercard, Airwallex is leading the charge in building the global payments and financial platform of the future. If you're ready to do the most ambitious work of your career, join us.

The Strategy & Operations team at Airwallex plays a pivotal role in driving the company's overall growth and efficiency. We are a collaborative group of analysts, strategists, and operational experts who are passionate about translating vision into action. We leverage data insights, sharp problem-solving skills, and a deep understanding of the business to optimize processes, identify growth opportunities, and ensure Airwallex operates efficiently and effectively at scale.

What you’ll do

As the Executive Assistant, you will be integral in supporting our Hong Kong-based Leader by efficiently managing a diverse range of administrative, logistical, and project-oriented tasks. This role is perfect for individuals who excel in fast-paced environments and are characterized by their meticulous attention to detail, proactive nature, and exceptional organizational skills. Your efforts will be pivotal in enabling our executives to concentrate on their strategic responsibilities by handling the operational aspects of their roles with high proficiency.

Responsibilities

  • Communication/Coordination: Serve as the primary point of contact for both internal and external stakeholders, managing communications and coordinating significant events such as monthly all-hands meetings, offsite gatherings, and other critical stakeholder interactions.

  • Calendar Management: Assume full responsibility for managing the calendars of executives, working collaboratively with other group EAs or stakeholders to prioritize and move meetings where needed, meticulously scheduling appointments, and support events to prevent conflicts and optimize the executives' time.

  • Travel/Logistics: Support travel logistics for multiple executives by anticipating issues (visa requirements, transfers, meetings), and addressing other travel-related tasks. The individuals you support will generally plan their own travel but may occasionally need help.

  • Invoice Management: Oversee the creation and management of Purchase Orders using the Oracle system, ensuring that all administrative tasks related to invoicing and budgeting are executed with precision and efficiency.

Who you are

We're looking for people who meet the minimum qualifications for this role. The preferred qualifications are great to have, but are not mandatory.

Minimum qualifications:

  • Degree holder with at least 5+ years of experience in an executive assistant role, ideally supporting multiple C-level executives.

  • Proficient in using Oracle, Concur or similar ERP systems for managing financial and administrative tasks.

  • Experienced in project management and coordinating large-scale events and meetings.

  • Highly skilled in MS Office applications, including Word, Excel, and PowerPoint.

  • Adept at managing complex travel arrangements and logistics for multiple executives.

  • Exceptionally organized and capable of juggling multiple tasks and projects concurrently.

  • Superior communication skills and are comfortable liaising with stakeholders at all organizational levels.

  • Proactive, routinely anticipating the needs of the executives you support to ensure seamless and efficient management of their schedules and responsibilities.

  • Strong commitment to your duties and are meticulous in your work, paying close attention to every detail.

  • Adaptable and thrive in dynamic, ever-evolving environments.

  • Exceptional communication in verbal and written English, Mandarin, and Cantonese

Preferred qualifications:

  • Experience within a similar fast-paced, hyper-growth environment

Equal opportunity

Airwallex is proud to be an equal opportunity employer. We value diversity and anyone seeking employment at Airwallex is considered based on merit, qualifications, competence and talent. We don’t regard color, religion, race, national origin, sexual orientation, ancestry, citizenship, sex, marital or family status, disability, gender, or any other legally protected status when making our hiring decisions. If you have a disability or special need that requires accommodation, please let us know.

Airwallex does not accept unsolicited resumes from search firms/recruiters. Airwallex will not pay any fees to search firms/recruiters if a candidate is submitted by a search firm/recruiter unless an agreement has been entered into with respect to specific open position(s). Search firms/recruiters submitting resumes to Airwallex on an unsolicited basis shall be deemed to accept this condition, regardless of any other provision to the contrary.

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