Overview
Executive Assistant Jobs in Greater Sydney Area at Ingenico
Title: Executive Assistant
Company: Ingenico
Location: Greater Sydney Area
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).
