Executive Assistant

Description:

We’re Littlepay - a growing fintech headquartered in Melbourne with operations in the UK, EU, LATAM, USA, and more recently, Australia. Our payments platform enables our customers to pay for public transport using any payment card, mobile wallet, or wearable device. Processing over USD 1 billion a year in 13 countries and continuing to expand globally, we’re proud to move more people through better payment experiences.

Our Littlepay values:

• Trust and be trustworthy
• Embrace challenge
• Solve problems, together
• Deliver with speed and agility
• Be candid and kind

As the Executive Assistant, you will provide high-level administrative support to the Global Head of Product & Engineering (GHoP&E), while also assisting the People & Culture (P&C) team with administration and general office support to help deliver an exceptional employee experience at Littlepay. This role calls for excellent organisational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Reporting to the Global Head of People & Culture (GHoP&C), you will:

Executive Support

• Manage calendars, schedule meetings (across multiple timezones), and proactively identify and resolve calendar conflicts.
• Prepare meeting agendas, take minutes/notes, and follow up on action items in a timely manner.
• Format, proofread, and ensure the accuracy of correspondence, reports, and presentations.
• Monitor and manage incoming requests and deliverables from the GHoP&E and the GHoP&C, ensuring timely action and follow-up.
• Collaborate with cross-functional partners (P&C, Finance, IT) on relevant initiatives.
• Maintain confidentiality and discretion in dealing with sensitive matters.
• Coordinate travel arrangements, including flights, accommodation, and itineraries.

P&C Support

• Support the People & Culture team with the coordination and administration of staff meetings, workshops, and events
• Assist with administrative processes related to employee onboarding and off-boarding

Office Support

• Provide backup support for general office duties, including:

• General Office Support
• Coordinating Tuesday breakfasts
• Maintaining office supplies
• Assisting with ad hoc errands for executives and the wider team
• Office/Building & Safety Inductions

Requirements

Ideally, you’ll have:

• 5+ years of administrative experience working in a tech company, preferably within an Engineering or People & Culture (P&C) team.
• Exceptional organisational skills with the ability to prioritise tasks, meet deadlines, and adapt quickly to changing priorities.
• Excellent verbal and written communication skills with meticulous attention to detail.
• Ability to work collaboratively with people across all functions, cultures and timezones.
• Team-oriented with a strong desire to foster and maintain a positive company culture.
• Ability to meet challenges with a sense of calm and confidence.
• Demonstrated adherence to a high standard of professional principles to ensure honesty, integrity and discretion in all situations.
• Execution-oriented, with good instincts for anticipating needs and changes.
• Self driven, structured, and disciplined approach to work with a focus on continuous improvement.
• Tech savvy with the ability to quickly learn new cloud-based applications.
• Advanced proficiency in G-Suite (Meet, Drive, Calendar) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to thrive in a fast-paced environment experiencing substantial growth.
• Driven by a strong desire for self-improvement and continuous learning.

Benefits

We love to look after our people. At Littlepay, you'll be part of an inclusive and diverse team that celebrates the differences and unique gifts we each bring to work.

You’ll have access to:

• A high trust working environment, with usage of cloud collaboration tools like Notion, Slack, Miro, Gmail and Jira that help us work together effectively
• Paid professional development (including conferences, courses, learning subscriptions, etc.)
• Harrison Assessments - our talent management provider that facilitates continuous professional development
• A variety of flexible leave options
• Superannuation contributions on all paid parental leave payments
• A company-wide paid day off
• Our flexible public holiday program
• Flexible (hybrid) working conditions
• Wellbeing support- including a free School of Life subscription for all employees, and counselling via the School of Life (UK) or our EAP program (Australia)
• Our generous employee referral program
• Mid-year, quarterly, and end-of-year corporate and team events and workshops
• Short-term remote working arrangements
• International travel opportunities (dependent on role)

At Littlepay, we believe great work happens when we solve problems, together. We see in-person collaboration as an important way to build connections, share ideas, and support each other meaningfully.

For those assigned to an office location, we generally expect a minimum two-day presence in the office each week. This may vary depending on your role, team, and location. For example, our team in Luxembourg works 100% from the office, whereas our AU and UK teams currently work a minimum of 2 days onsite in our Melbourne/London offices. Some positions might require more frequent office attendance to support cross-functional collaboration, customer engagement, or specific team workflows. Your hiring manager will provide details relevant to your role.

We aim to strike a healthy balance between in-person connection and flexibility, while staying connected to deliver with speed and agility as we continue to scale, ensuring our ways of working support both our people and our shared ambition to move more people through better payment experiences.

If you’ve been shortlisted for the role, you’ll first have a chat with our Talent team, who will set up an interview if the stars align. A short workplace preferences questionnaire will also be sent to help us learn more about the way you prefer to work. Following a successful first interview, you’ll meet with a second set of Littlepay folks, and be invited to participate in the final stage before being presented with an offer.

If you have any questions regarding the recruitment process or if you require any accommodations for any stage in the interview process, please don’t hesitate to let us know. Additionally, if you don’t meet all of the criteria (we know that some underrepresented groups tend to avoid applying if they don’t), please still apply. We really enjoy meeting people who might bring a fresh perspective on a problem we need to solve!

Ultimately, being part of our small but mighty team means you'll have the opportunity to learn about micropayments, and have a hand in the provision of services that impact millions of people. You’ll help us deliver on our revolutionary product roadmap and help scale our platform as we continue to expand across the globe.

If this opportunity interests you, hit apply! We look forward to learning about you.

Littlepay are a 2025 Circle Back Initiative Employer – we commit to respond to every applicant.