Executive Administrator-VAS Business Strategy and Operations

Company Description

Visa is a world leader in payments technology, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories, dedicated to uplifting everyone, everywhere by being the best way to pay and be paid.

At Visa, you'll have the opportunity to create impact at scale — tackling meaningful challenges, growing your skills and seeing your contributions impact lives around the world. Join Visa and do work that matters — to you, to your community, and to the world.

Progress starts with you.

Job Description

This position will support the SVP, Value Added Services Business Strategy and Operations Team. Responsibilities include administrative excellence in the delivery and management of scheduling, strategic priorities, expenses, travel, logistics, technical support, communications, internal mentoring, and client support.

Responsibilities include:

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 the Global Data Office. 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 to the supported VPs

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
• Visaversary Calendar
• UpLift Awards and 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 domestic and 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, mea