Executive Assistant for APAC Managing Director

Ingenico is the global leader in payment acceptance and services. We support our customers, and their customers to do more with payments.

With more than 40 years of experience, innovation is integral to Ingenico’s approach and culture, inspiring its large and diverse community of experts who anticipate and help share the evolution of commerce worldwide.

Role Type: Hybrid - At least 4 days in the office

Responsibilities

Executive Support

• Manage the APAC MD’s calendar, including scheduling and prioritising meetings across AEST and CET time zones.
• Proactively organise internal and external meetings, ensuring appropriate materials are prepared in advance.
• Take accurate and timely minutes of meetings and follow up on action items.
• Handle confidential information with integrity and discretion.
• Inbox & Communication Management
• Monitor and manage the APAC MD’s email inbox, flagging urgent items and drafting responses when required.
• Coordinate and communicate effectively with global stakeholders, clients, and internal teams.
• Travel & Itinerary Management
• Organise complex international and domestic travel arrangements, including flights, accommodation, ground transport, and visa requirements.
• Prepare detailed travel itineraries and ensure travel aligns with business commitments.
• Be available to troubleshoot travel issues as they arise.

Administrative Coordination

• Support the MD with the preparation of presentations, reports, and briefing documents.
• Maintain contacts, document filing, and expense reporting.
• Liaise with regional and global teams to support smooth cross-functional collaboration.
• Sydney Office Administration Duties
• Serve as the primary point of contact for Sydney office administrative needs.
• Coordinate office maintenance, repairs, and liaise with building management.
• Manage office supplies and inventory, ensuring stock levels are maintained.
• Support onboarding and offboarding processes for Sydney-based employees and contractors.
• Assist with local event coordination, including team meetings, workshops, and social events.
• Provide ad hoc support to visiting staff or executives from other regions.

Knowledge, Skills & Experience:

• Proven experience as an Executive Assistant or similar role supporting C-level or regional leadership, preferably in financial services or technology.
• Strong time management and organizational skills; able to manage competing priorities.
• Excellent communication skills, both written and verbal.
• Discretion and professionalism in dealing with sensitive or confidential information.
• Availability to work flexibly to accommodate international time zones (especially CET).
• Strong attention to detail and a proactive and fun mindset.

Qualifications

• Prior experience supporting leaders in a matrixed global environment.
• Experience using collaboration tools such as Microsoft Teams, Zoom, Concur (or similar expense systems), and CRM platforms.
• Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and calendar management tools (e.g., Microsoft Outlook, Google Calendar).

As part of our values, we embrace diversity and inclusion at Ingenico. We are an equal opportunity employer and do not discriminate on the basis of an individual's race, national origin, color, gender, gender identity, gender expression, sexual orientation, religion, age, disability, marital status or any other protected characteristic under applicable law, whether actual or perceived.

Ingenico welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We want to adapt our processes and create a safe work environment that welcomes everyone.

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