Executive Support Specialist – Payments & Banking Infrastructure

About the role

ACE Money Transfer is seeking a proactive Executive Support Specialist to work within the Payments & Banking Infrastructure (PBI) team. Reporting directly to the Head of PBI, you will ensure the department runs smoothly by handling administrative, coordination and reporting tasks, allowing senior stakeholders to focus on strategic delivery.

Key responsibilities

• Maintain the PBI action and commitment tracker, flagging deadlines and overdue items.
• Follow up with team members and other departments on outstanding inputs, escalating delays as needed.
• Coordinate routine dependencies across Finance, IT, Legal and Compliance to prevent gaps.
• Organise and file contracts, agreements, term sheets and reference documents.
• Prepare agendas, presentation materials and briefing notes for weekly meetings and senior‑management forums.
• Take structured meeting notes, distribute action logs with owners and deadlines.
• Consolidate inputs for the monthly CEO reporting pack, verify consistency and highlight gaps.
• Manage the Head of PBI’s calendar, schedule internal and external meetings and resolve conflicts.
• Draft briefing notes and context documents for meetings with banks, acquirers and payment partners.
• Send follow‑up communications after external meetings, capture next steps and maintain a contact log.

Required profile

• Highly organised and detail‑oriented with a proactive mindset.
• Comfortable operating in a fast‑moving environment with multiple workstreams.
• Strong written and verbal communication skills for interacting with senior stakeholders.
• Ability to work independently while acting as an extension of the Head of PBI.

Required skills