Executive Administrator

Job Description

This position will support the VP, Strategy & Business Operations and the VP Global Data Solutions, in the Global Data Office. Responsibilities include administrative excellence in the delivery and management of scheduling, strategic priorities, expenses, travel, logistics, technical support, communications, internal mentoring, and client support. 

Essential Functions

Calendar Management 

The successful candidate will be responsible for the design, implementation, and ongoing daily management of a user-friendly, modern, and structured strategy and program for high-performance schedule management. This includes: 

• Daily and ongoing calendar management of near-term and far term plans and dedicated work time 
• Populate calendar contents and ensuring meeting agendas are prepared in advance of meeting, and follow up meetings are booked 
• Establish a meeting and time prioritization and management process and supporting routines – annually, quarterly, monthly, weekly, daily 
• Adjust or prioritize schedules based on last-minute changes 
• Manage and systematically prioritize the list of meeting requests, updated and shared daily 
• Develop a clear process for triaging schedule-related items 
• Solve scheduling conflicts while protecting focused work time 
• Vigilantly organize re-occurring meetings and their frequency. 
• Ensure proper materials are prepared in advance of a meeting (agenda, background notes, etc.) 
• Prioritize needs (emails, calls, meetings, executive work time), sensitive matters, and managing information flow 
• Act as the point of contact, screening calls, and taking detailed messages 
• Screen incoming calls and correspondence and respond independently when possible. 
• Proactive planning and forward thinking, clear on actions taken and those that face delays 
• Anticipate needs and block time for routine and annual events without prompts 
• Budget Management (AOP season, monthly deadline approvals) 
• Mid and End of Year Reviews, Calibration, etc. 
• Market and client visits 
• Aggregate and dispatch on action items following a task meeting 

Administrative Excellence 

The successful candidate will demonstrate administrative excellence and support Global AI & Data Innovation. Some examples include: 

• Partner with internal and external contacts for a high-quality scheduling experience 
• Lead by example a reliable source to share best practices, grow skills through professional development, and adopt new productivity tools 
• Manage multiple distribution lists and key groups 
• Organize delegate coverage and planning handoff during absences for seamless support

Financial Management 

• Accountable for the expenses and reporting (on time and complete) 
• Reported thoroughly and in a timely fashion 
• Handling group expenses (as the USD card owner) 
• Compliance with Visa’s internal policies 
• Accountable for team recognition and milestones 
• Gift purchases 
• Negotiate and problem solve with external partners and suppliers 
• Support key team initiatives, playing a part as a project coordinator. 
• Duties may include: support with expanded staff meetings, meeting logistics (both internal and external), presentations, management of shared team information and resources on intranet/portals/Microsoft Teams 

Travel & Logistics 

• Organize air, ground transportation, accommodations, market office and travel logistics 
• Detailed international travel 
• Collect quotes and preparing summary of options 
• Organize, (unprompted) workspace & room booking when principal is traveling 
• Oversee the necessary travel Visa, vaccination, and border/customs entry documents and requirements confirmed in advance 
• Arrange catering and meal planning for individuals and groups 
• Prepare support requests and triage to for the VP, Global AI & Data Innovation to arrive at a Visa office and have the necessary support for space, meetings, documents, meals, etc.

Technical Support 

• Rapid response and step-by-step instructions for technical support 
• Liaise with Executive IT 
• Anticipate needs and mitigate prior to issues arising or escalating 

Communications & Administrative Management: 

• Clear and ongoing, responsive communication on relevant updates, obstacles faced, and developments with impacts and the solutions to overcome 
• Take minutes and notes during a meeting, then holding those committed to action items accountable. 
• Anticipate what information needs to be cascaded in a timely manner to the Leadership Team or other key stakeholders 
• Prepare and support of events 
• Liaise with hosts, plan logistics and details in advance, during, and after event 
• Records management and filing systems for historical reference and speedy retrieval 
• Transpose handwritten notes into Word, Excel, and PowerPoint 
• Gather, organize, and format materials in advance of meetings 
• Use templates, formatting guidelines, and corporate standards 
• Operate with internal compliance and internal policies 
• Update team organizational charts 
• Draft basic correspondence letters of thanks and outreach 
• Research, compose summaries, and prepare reports, advise and make recommendations 

Client Support 

• Professional and reliably speedy responses to internal and external requests 
• Discerning judgement and support for VIP guests and clients 
• Hospitality, travel, and accommodation logistics 
• Confidently manage contact information and details 
• Contact names and coordinates 
• Holiday message mailing list 

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

Basic Qualifications:
-Minimum of 6 months of work experience or a Bachelor's Degree
Preferred Qualifications:
- 2 or more years of work experience
- 7 years minimum of relevant experience with increased levels of responsibility
- Strong track record of calendar and schedule management for senior executives in fast-paced growth environments
- Exceptionally organized with dedicated attention to detail and records management
- Professional and diplomatic, with exceptional interpersonal skills
- Confident sending internal communications to large groups and using Group Distribution Lists
- Power user level skills for Outlook and PowerPoint. Working knowledge of Excel.
- Fluent in budget management, quarterly deadlines, financial reporting and contract basics
- Experience with internal audits and best practices
- Strong verbal and written skills in English, in particular being clear and concise
- Self-motivated, self-starter
- Capable copy editor with excellent grammar and grasp of the English language
- Able to problem-solve and independently overcome obstacles including last-minute changes
- Able to meet tight deadlines and work under pressure

Additional Information

Work Hours: Varies upon the needs of the department.

Travel Requirements: This position requires travel 5-10% of the time.

Mental/Physical Requirements: This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.

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.

Visa will consider for employment qualified applicants with criminal histories in a manner consistent with applicable local law, including the requirements of Article 49 of the San Francisco Police Code.

U.S. APPLICANTS ONLY: The estimated salary range for a new hire into this position is 74,400.00 to 105,250.00 USD per year, which may include potential sales incentive payments (if applicable). Salary may vary depending on job-related factors which may include knowledge, skills, experience, and location. In addition, this position may be eligible for bonus and equity. Visa has a comprehensive benefits package for which this position may be eligible that includes Medical, Dental, Vision, 401 (k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness Program.