Executive Administrator

Company Description

Visa is a world leader in payments and technology, with over 259 billion payments transactions flowing safely between consumers, merchants, financial institutions, and government entities in more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable, and secure payments network, enabling individuals, businesses, and economies to thrive while driven by a common purpose – to uplift everyone, everywhere by being the best way to pay and be paid.

Make an impact with a purpose-driven industry leader. Join us today and experience Life at Visa.

Job Description

Administration

• Ensure a good flow of communication and excellent secretarial support is provided for the FHs

• Work closely with, keep and update list of common stakeholders for close communication: all Executive Assistants, Function Heads, etc across the broad region.

• Provide assistance to the FHs with private, confidential, and personal arrangements

• Organize agendas, briefing papers and any preparatory paper work

• Sort, prioritize and where possible delegate and distribute incoming mail.

• Handle expense claims

• Prepare correspondence, documents and presentation materials - adjusting grammar and spelling as appropriate. Drafting of correspondence where possible and ensuring response is sent in a timely manner

• Organisation of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met. Forward planning of itineraries and travel schedules to make certain timings and trips are feasible

• Ensure the smooth running of the FHs office in their absence. Keep in close communication with the FHs when they are travelling and despatch off any urgent mail that needs attention.

• Ensure all administrative tasks meet all compliance standards.

• Provide documents and files for meetings.

• Coordinate regular meetings with direct reports, monthly management meetings and Quarterly Client Reviews

• Screen incoming calls, fielding calls if appropriate and assisting where possible.

• Liaison with Executive Leadership and International staff on a daily basis and extensive liaison with other departments within Visa

Travel & Immigration

• Book and co-ordinate travel arrangements within tight deadlines

• Compile itineraries and liaise with regional offices to ensure business trips run smoothly.

• Reserving flights and hotels all per Visa T&E policy and other compliance policies

• Organising entry visas for travel and UAE immigration for FH and family & dependants (when necessary)

• Corporate Hospitality

• Organising flights, accommodation, sending out invitations, assisting with visas

• Organise agendas, bookings for business dinners, entertainment for corporate events, assist with menus, RSVPs and other correspondence

• Ensuring appropriate approvals are in place for events, register event with Visa online, create SIRAs, set up vendors and POs complete due diligence in time for the event.

• Organize and execute events related to corporate hospitality in the relevant markets.

• Manage, forecast and update event planner reports.

• Budgeting, costing and coordination with external event management companies.

• Teamwork

• The flexibility to liaise with various functions both within Visa and externally to deliver ad hoc projects

• Assisting the department with ad hoc admin i.e. Updating contact list, corporate events

• Co-ordinate with other VISA departments in order to successfully implement the country plans.

• Work closely with all business functions internally and co-ordinate appropriate meetings with members and information management

• Coordinate, track and report allocated cost centre budgets

• Co-ordinate the preparation of presentations and relevant materials

• Co-ordinate efficient travel arrangements for the team

• Prepare weekly and month reports when requested by the team

• Ad hoc project/research

• Complete ad hoc project/research and presentation work and other relevant initiatives as requested by the management

• Prepare and follow up on internal similar programs

Technical

• System savvy: Oracle etc

• Superb diary management

• Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and PowerPoint)

This is a hybrid position. Hybrid employees can alternate time between both remote and office. Employees in hybrid roles are expected to work from the office 2-3 set days a week (determined by leadership/site), with a general guidepost of being in the office 50% or more of the time based on business needs.

Qualifications

• Minimum of 7 years’ experience in an office support role
• Strong administration and analytical skills
• Experience working in a multinational organisation.
• Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy
• Ability to recognize potential issues as they arise and escalate appropriately
• Excellent organisation skills, time management
• Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholders
• Customer focused, both internal and external with the ability to build effective working relationships
• Multicultural sensitivity is essential including the ability to work effectively as part of a team
• Exceptional communication skills in person, over email, telephone etc.
• Impeccable English
• Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusion
• Must be proactive and solution oriented, looking for ways to add value and assist the team
• Intuitive and not afraid to challenge
• Knowledge/experience of the CEMEA region would be an advantage
• Self-motivated and able to use own initiative
• Can-do attitude
• Creative problem solver

Additional Information

Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.