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 
• Prepa