Workplace Assistant, IL

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 200,000 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 2,000 of the brightest and most innovative people in tech across 26 offices around the globe. Valued at US$8 billion and backed by world-leading investors including T. Rowe Price, Visa, Mastercard, Robinhood Ventures, Sequoia, Salesforce Ventures, DST Global, and Lone Pine Capital, 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.
Attributes We Value
We hire successful builders with founder-like energy who want real impact, accelerated learning, and true ownership. You bring strong role-related expertise and sharp thinking, and you're motivated by our mission and operating principles. You move fast with good judgment, dig deep with curiosity, and make decisions from first principles, balancing speed and rigor.
You're humble and collaborative; turn zero-to-one ideas into real products, and you "get stuff done" end-to-end. You use AI to work smarter and solve problems faster. Here, you'll tackle complex, high-visibility problems with exceptional teammates and grow your career as we build the future of global banking. If that sounds like you, let's build what's next.
What you'll do:
We are seeking a highly organised and detail-oriented Workplace Assistant.
As the first face our visitors see, you'll be the heartbeat of our IL office. You'll be the person who greets guests with a warm smile, sets the tone for their experience, and brings positive energy to our team every day. With our office just getting off the ground, you'll have the unique opportunity to help shape its culture, create a welcoming atmosphere, and make sure everyone - from clients to colleagues - feels right at home.
You'll work hand-in-hand with our EMEA Workplace Experience Manager and be part of our vibrant EMEA People Experience team - the crew that makes our offices buzz and our people smile.
Front Desk & Visitor Management

• Greet and assist visitors,lack and emai notifying relevant team members upon arrival via internal communication tools such as Sls.
• Oversee the entry and exit of staff, visitors, and deliveries.
• Maintain the office area to ensure it is tidy and presentable at all times.
• Coordinate visitor passes, access cards, and security sign-in procedures.

Office Support

• Meeting room management.
• Ensure Airwallex property is secure and sensitive information is appropriately protected.

• Keep snack areas well-stocked.
• Manage the 10bis account to ensure employees receive daily lunch options within budget.

• Support the Workplace Experience Manager with administrative tasks.
• Assist in calculating and reporting office attendance.

• Identify and implement creative ways to foster employee engagement, team-building, volunteering, and cultural celebrations within a cost-conscious budget.
• Plan, coordinate, and set up for internal events and initiatives.

• Assist the Workplace Experience Partner in maintaining full health and safety compliance within the office.

• Assist with onboarding new staff members, helping them settle in smoothly and feel welcomed from day one.
• Maintain relationship with Building Management and escalate employee requests when needed.

Minimum qualificationsWe're looking for someone who can bring warmth, energy, and a dash of organisation magic to our front desk. We're happy to chat with candidates who meet the minimum qualifications for this role. The preferred qualifications are great to have, but are not mandatory.

• 1-3 years' experience in a customer-facing, administrative, or office support role (experience in a fast-growing company is a bonus, but not essential).
• A friendly, professional manner and the ability to make everyone feel welcome
• Good organisational skills and the ability to juggle a few tasks at once without breaking a sweat.
• Clear and confident communication skills, both in person and in writing.
• Comfortable using basic office tools (Slack, email eg G-Suite, calendars, spreadsheets) - tech-savviness is a plus.
• A positive, can-do attitude and willingness to pitch in wherever needed.

Preferred qualifications (nice to have, but not must-haves)

• Someone who enjoys helping people and making the workplace run smoothly.
• A natural multitasker who can keep things moving without losing track of the details.
• Happy working with people from all walks of life and different cultures.
• Likes to take initiative - spotting what needs doing before anyone has to ask.
• A knack for solving small problems quickly and calmly.
• A bachelor's degree or equivalent is a nice-to-have.

Applicant Safety Policy: Fraud and Third-Party Recruiters
To protect you from recruitment scams, please be aware that Airwallex will not ask for bank details, sensitive ID numbers (i.e. passport), or any form of payment during the application or interview process. All official communication will come from an @airwallex.com email address. Please apply only through careers.airwallex.com or our official LinkedIn page.
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.
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.