Executive Administrator

Visa•Austin, TX

20h•Hybrid

About The Position

About the Role: Administrative support and coordination duties will include, but are not limited to the following: Actively handling the calendars for VPs in Data and AI Platform. In addition to basic scheduling functions, also anticipating and prioritizing their scheduling needs based on deadlines and deliverables. Establish and maintain effective and collaborative professional business relationships with all levels of management, other admins, employees and outside companies Proactively handling and coordinating recurring and ongoing activities that involve the leaders of the Data and AI Platform organization, including all-hands meetings, department leadership team meetings, organization chart, time off calendar, and other activities that require participation across the department leadership team Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately Proof reading and formatting business documents or broad communications for overall professional writing style and proper grammar Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions Effective in-person, phone & email presence Act as first contact for VPs and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities Ability to prepare and effectively handle interactions with the senior leaders Ability to decline quickly, simply and expertly Understand organization and how to 'get things done timely and accurately' Effectively respond to problem situations Ability to coordinate and prioritize across opposing priorities Prepare 'week ahead', and 'day ahead' briefings Optimally track open issues and follow-up on items that require closure Ability to handle high volume email and synthesize actions needed Ability to act quickly, seamlessly and professionally Prepare meeting materials including assisting with the creation of the presentation, handouts and other related materials as well as printing, binding and collating of materials Coordinate conference/meeting room set-up, order catering, and make logistical arrangements and coordination of high level meetings and events involving multiple external participants Facilitate onboarding and offboarding of employees. Handle employee seats and help with work force plan of DAP employees in the Bay Area and Austin, Texas. Coordinate complex domestic and international travel requirements (itineraries, visas, logistics, etc.) Heavy electronic filing, expense reporting & record keeping General working hours in office 8:00am – 5:00pm Demonstrate comfort with purchase card, occasional Purchase Order & Invoice support Support provided to team members: Coordinate/Organize visitor meetings – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc. Coordinate snacks and team events for the Austin site (100+ employees) Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the professional image of Data and AI Platform Management and procurement of supplies Provide support to interns/contractors/consultants as needed Coordinate setup up of new employees and office space as needed Provide backup assistance to other administrative support team members as needed Be available when members of the team are traveling to take messages and communicate requests.

Requirements

Bachelor's degree, OR 3+ years of relevant work experience

Nice To Haves

2 or more years of similar work experience after Bachelor Degree

Responsibilities

Actively handling the calendars for VPs in Data and AI Platform.
Establish and maintain effective and collaborative professional business relationships with all levels of management, other admins, employees and outside companies
Proactively handling and coordinating recurring and ongoing activities that involve the leaders of the Data and AI Platform organization
Proof reading and formatting business documents or broad communications for overall professional writing style and proper grammar
Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities
Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions
Act as first contact for VPs and play the role of liaison, problem solver, and facilitator
Prepare meeting materials including assisting with the creation of the presentation, handouts and other related materials as well as printing, binding and collating of materials
Coordinate conference/meeting room set-up, order catering, and make logistical arrangements and coordination of high level meetings and events involving multiple external participants
Facilitate onboarding and offboarding of employees.
Handle employee seats and help with work force plan of DAP employees in the Bay Area and Austin, Texas.
Coordinate complex domestic and international travel requirements (itineraries, visas, logistics, etc.)
Heavy electronic filing, expense reporting & record keeping
Coordinate/Organize visitor meetings
Coordinate snacks and team events for the Austin site (100+ employees)
Management and procurement of supplies
Provide support to interns/contractors/consultants as needed
Coordinate setup up of new employees and office space as needed
Provide backup assistance to other administrative support team members as needed
Be available when members of the team are traveling to take messages and communicate requests.