Executive Administrator-Government Affairs

Visa • Washington, DC

4h • Hybrid

About The Position

This position will be responsible for a broad range of executive administrative support duties for a senior member of the Visa Government Affairs Team. The successful candidate must possess the ability to stay several steps ahead and anticipating the needs of an extremely busy executive. We are looking for someone who takes great pride in being an Executive Assistant and who will serve as an ambassador for Visa and the North America Government Affairs team.
Essential Functions:
Perform administrative support duties, including but not limited to drafting correspondence and preparing meeting materials and other documentation as requested
Manage scheduling of staff and individual meetings, teleconferences, team off-sites, and other events
Expertly manage travel bookings (both international and domestic) and submission of expense reports
Manage event and meeting planning including facilities coordination, catering, venue research and booking, tracking RSVPs, greeting guests, and preparing meeting spaces
Expertly prepare documents in Word, Excel, and PowerPoint that require little to no editing
Assist in onboarding new staff, including through ordering business cards and preparing and communicating detailed and tailored onboarding materials and schedule
Manage distribution lists, org charts, and rosters
Manage team-wide calendar and meetings
Track and send reminders for training, events, compliance tasks
Attend and capture notes and next steps in meetings
Organize and manage team training opportunities
Manage shared team information and resources on intranet portals
Place orders and make purchases on behalf of the team, in line with corporate card program and budget guidelines, manage all related expensing and record keeping
Manage inventory of office supplies
Other administrative and office management duties as assigned
This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.

Requirements

• Must have a high school diploma or equivalent or relevant work experience
• Previous professional experience as a scheduler for a senior leader

Nice To Haves

• Bachelors degree
• 4 or more years of work experience
• Previous professional experience as a scheduler for an executive or government official
• Excellent professional presence with a confident and approachable personality
• Sound professional judgment, ability to handle sensitive information with the utmost discretion
• Strong communication skills (written and verbal), with the ability to effectively and diplomatically communicate and collaborate with a diverse range of people and job functions
• Demonstrated strength in multi-tasking and prioritizing work, detail-oriented and highly organized
• Advanced proficiency in Microsoft Office (Word, Outlook, Excel & PowerPoint) is a must
• Must be a self-starter and able to work with little or no supervision
• Ability to effectively and successfully problem solve and respond to complicated situations
• Highly proficient in organizing travel
• Experience with budget management

Responsibilities

• Perform administrative support duties, including but not limited to drafting correspondence and preparing meeting materials and other documentation as requested
• Manage scheduling of staff and individual meetings, teleconferences, team off-sites, and other events
• Expertly manage travel bookings (both international and domestic) and submission of expense reports
• Manage event and meeting planning including facilities coordination, catering, venue research and booking, tracking RSVPs, greeting guests, and preparing meeting spaces
• Expertly prepare documents in Word, Excel, and PowerPoint that require little to no editing
• Assist in onboarding new staff, including through ordering business cards and preparing and communicating detailed and tailored onboarding materials and schedule
• Manage distribution lists, org charts, and rosters
• Manage team-wide calendar and meetings
• Track and send reminders for training, events, compliance tasks
• Attend and capture notes and next steps in meetings
• Organize and manage team training opportunities
• Manage shared team information and resources on intranet portals
• Place orders and make purchases on behalf of the team, in line with corporate card program and budget guidelines, manage all related expensing and record keeping
• Manage inventory of office supplies
• Other administrative and office management duties as assigned

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED