Sr. 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

This position will partner with the Chief Data Officer, while collaborating with a team of Executive Assistants. Responsibilities include administrative excellence in the delivery of calendar management, superior administrative work, travel and logistics, expenses, technical support, communications, and partner support. Predominantly, this is a scheduling-heavy role. 
 
Candidates who thrive in a fast-paced global work environment, can successfully manage competing priorities, work well with short deadlines, follow specific instructions, and diplomatically enforce key calendaring guidelines will find this role rewarding. 

The role is both fast-paced and methodical, requiring a special set of skills to stay on top of both the urgent and important requests. Exceptional administrative routines and best practices are critical to managing the high volume of requests and ensuring partners are well-informed. Those who enjoy structure, problem solving, learning new skills, communicating and tracking progress are well suited to flourish and succeed in this heavily calendar-focused role. 
 
As this is a hybrid position (in-office 3 days a week, minimum), it is critical the successful candidate be self-motivated, ambidextrous, and extremely well organized to optimize their time with the Executive. Excellent note taking, prioritization, and attention to detail are critical. 
 

Essential Functions 

Calendar Management  

The successful candidate will be responsible for ongoing calendar management within a set framework designed by the principal. This requires great attention to detail and creative solutions. They will be expected to use a suite of Excel spreadsheets to record and monitor calendar time management. Success for scheduling includes:  

• High attention to detail and contents populated in an Outlook calendar. Being actively and fully engaged in managing and finessing a dynamic professional calendar. Ongoing iterative updates to the scheduling is key. This includes comprehensive consideration and action for cascading impacts resulting from changes. 
• Ongoing responsive and proactive methodical daily administration, deploying a dynamic feedback loop on progress and obstacles. Clear communication on actions taken as well as those facing delays, or needing escalation is essential to stay in synch with the executive’s direction and evolving needs 
• In addition to add-hoc requests and routine meetings, calendar blocking is a key essential for: dedicated work, document review, pre-event briefings, and travel time blocks. 
• Solve scheduling conflicts and emerging priorities while protecting blocks. 
• Use the provided Excel-based meeting and time prioritization tracking sheet for scheduling meetings and prioritizing time. This tool is essential for success in the role 
• Ensure proper materials are prepared in advance of the Principal’s meeting (agenda, background notes, etc.)  
• Act as the point of contact and administrative representative working with peers 

Administrative Excellence  

The successful candidate will thrive when delivering administrative excellence and working with others. Some examples include:  

• Summarizing complex scheduling questions in brief verbal and written communication 
• Partner with internal and external contacts for a high-quality scheduling experience 
• Have an intellectual interest in the business to anticipate needs and make informed choices  
• Manage multiple distribution lists and key groups  
• Organize delegate coverage and planning handoff during absences for seamless support 
• Lead by example as a reliable source to share best practices, grow skills through professional development, and adopt new productivity tools – in particular GenAI, MS Teams, and New Outlook. 

Travel & Logistics  

• Organize air and ground transportation, accommodations, market office and travel logistics 
• Collect quotes and preparing summary of options to review with the executive 
• Booking early, within guidelines, and based on consultation with the Executive 
• Check-in and ensure Executive’s personal preferences are accurate fo