Executive Assistant to Head of Voucher BU

ABOUT URBOX

UrBox is Vietnam’s leading digital gifting & loyalty platform, enabling businesses to integrate their reward and loyalty programs with a growing network of more than 350 brands and 20,000 accepted online and offline stores across the country.

UrBox has the widest network of loyalty clients in Vietnam and provides loyalty and reward solutions to many large organizations in the aviation, banking, FMCG, insurance, real estate industries and more.

KEY RESPONSIBILITIES

Reporting & Data (~35%)

• Compile and send the Daily Flash Report (GMV, revenue, deals closed) to the CEO on time; cross-check figures against HubSpot and the Google Sheets KPI file before sending.
• Track KPIs for each team and each BD (GMV, GP, NRR, new merchants, renewal rate, redemption rate, NPS, ticket SLA); flag teams that are off plan early so the Head of BU can step in.
• Monitor KPI dashboards, BD performance, and capacity; report red flags to the Head of BU.
• Prepare reporting data for the Head of BU; each month, consolidate P&L, EBITDA actual vs. plan, staff cost, and sales cost by channel, support the Monthly Business Review (MBR), and prepare data for BD commission and KPI bonus calculations (complete dataset ready by the 5th).
• Each quarter, prepare materials for the Quarterly Strategic Review (OKRs, roadmap, EBITDA forecast) for the Board/CEO.

Cross-functional Coordination (~25%)

• Follow up on the Head of BU’s tasks with Solution, PS, UMS, Marketing, Finance & Accounting, HR, and Operations (COO) for joint initiatives: campaigns, sales contests, promotions, and large-client implementations.
• Track implementation plans, assign tasks, set deadlines, and run kick-off and progress meetings; report weekly status (green / yellow / red) to the Head of BU.
• Monitor operational commitments between the BU and other departments; send reminders when deadlines are at risk and escalate to the Head of BU in time.
• Prepare materials and take minutes for cross-functional meetings, confirming action items with owners and due dates.
• Help Leaders unblock processes: discount approvals, contracts, POs, receivables, and commission payments.

AI & Automation (~20%)

• Review the BU’s repetitive tasks (lead distribution, data entry and reconciliation, periodic reports, follow-up emails, internal Q&A chatbot) and propose a prioritized automation list.
• Build and operate AI agents, Claude Projects, and automated workflows (Gmail, Google Sheets/Drive, HubSpot, calendar) for the BU; write prompts, skills, and documented usage procedures.
• Train and support BDs and Leaders in using AI in their daily work; collect feedback and continuously improve.
• Track effectiveness (hours saved, output accuracy, adoption level) and report quarterly.
• Keep up with new AI tools relevant to sales and operations and propose controlled pilots (no sensitive data in unapproved tools).

Admin for the Head of BU and the BU (~20%)

• Manage the work calendar, schedule and arrange meetings, and remind of key deadlines; prepare materials before each meeting; hold short weekly 1-1s with the Head of BU to confirm weekly priorities.
• Triage and draft emails, invitations, official letters, and internal announcements for the Head of BU’s approval.
• Draft and track proposals and approval requests (expenses, headcount, contracts, discounts); ensure documentation is complete before submission.
• Support the BU’s HR administration: interview scheduling, onboarding files for new BDs, training schedules, timesheets, and leave records.
• Consolidate BU expenses (business travel, client entertainment, office supplies, contest budget) and track them against approved budgets.
• Store documents, contracts, and minutes on Google Drive using the standard folder structure; manage access permissions.

REQUIREMENTS

Experience

• 2–3 years of experience as an Executive Assistant, Business Operations, Sales Operations, Business Analyst, or equivalent.
• Experience supporting Sales/BD teams is a strong advantage; experience in loyalty, vouchers, martech, or e-commerce is a plus.

Technical Skills

• Proficient in Google Sheets/Excel (formulas, pivot tables, data reconciliation); familiar with HubSpot or a similar CRM.
• Able to consolidate and analyze business metrics (GMV, revenue, GP, KPIs) and present reports clearly.
• Experience with, or enthusiasm for, applying AI at work: writing prompts, building automated workflows, using Claude or similar AI tools.
• Strong task management and progress tracking skills; able to write structured documents, meeting minutes, and proposals.

Personal Qualities

• Detail-oriented, accurate with numbers, punctual, and highly accountable.
• Proactive, able to spot risks and escalate at the right time.
• Strong communication skills and the ability to work effectively with multiple departments and Leaders.
• Discreet with confidential business information; improvement-minded and eager to learn new tools.