Executive Administrator-Global Data Office

Visa•Foster City, CA

1d•Hybrid

About The Position

The Global Data Office With data being the fuel that drives our future - our strategies, policies, and business successes around data will define our future growth prospects. Unlocking the value available through the innovative use of data on behalf of consumers, businesses, and communities is key to our future. With our ongoing commitment to Visa’s Data Values and the responsible use of data, we at Visa have a bold vision to continue to grow and accelerate our data-related businesses and capabilities. Led by Visa’s first Chief Data Officer, the Global Data Office coordinates high-impact, complex, company-wide projects related to data business strategy, critical investments, policy development, and marketplace execution. Working closely with Visa’s Chief Privacy Officer, the Technology organization, the wider data community, and the full set of Visa’s global lines of business, the Global Data Office is evolving Visa’s data-related work with momentum and enthusiasm. Driven by its commitment to trusted use of data, Visa is seeking enthusiastic leaders who are change-agents and passionate about the future of data around the world. This position will support the VP, Global Data Governance and the VP, Global Data Platforms, Products, Engineering, in the Global Data Office. Role commitments include administrative excellence in the delivery and management of scheduling, strategic priorities, expenses, travel, logistics, technical support, communications, internal mentoring, and client support.

Requirements

Minimum of 6 months of work experience or a Bachelor's Degree

Nice To Haves

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

Responsibilities

Calendar Management
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
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, 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 with supported VPs 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