Executive Administrator

Visa • San Francisco, CA

8h • Hybrid

About The Position

The CMS Business Process and Operations organization is hiring an Executive Administrator responsible for administrative support. This position will support various members in the CMS Operations Leadership Team, reporting to the Senior Director, Business Process and Operations. We are looking for professional and reliable applicants who have strong communication skills and excellent organizational skills.
Administrative Support:
Calendar Management - Assist in the management of the team’s calendars, including scheduling meetings and proactively resolving / rescheduling conflicts.
Meeting Coordination- Coordinate room reservations, AV assistance, meeting materials and catering as needed.
Travel Arrangements - Coordinate necessary travel arrangements within Visa policies (book / revise flights, rental cars, hotel reservations, travel visas, etc.). Key travel information should be added to the appropriate calendars and expense reports should be submitted according to Visa policies.
Expense Management & Supplies - Process expense reports on behalf of the team, manage purchasing cards, and procurement of supplies, devices and equipment according to Visa policies. Submit and manage purchase orders as needed.
Onsite / Event Support - Participate in the planning and execution of quarterly all-staff meetings and periodic employee engagement events.
Liaison - Communicate and collaborate with a broad range of Visa professionals on behalf of the department. Facilitate and coordinate communications and administrative procedures across the team.
Project management - Manage projects and provide support to the team as needed
This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.
Location: San Francisco only

Requirements

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

Nice To Haves

• 2 or more years of work experience
• Advanced experience with Microsoft Office (Outlook, Word, PowerPoint, Excel)
• Ability to work in a fluid environment where assignments are time sensitive and can change frequently. Keen awareness to help anticipate issues before they arise and ability to take initiative in a helpful manner.
• Skilled at effectively and successfully responding to problem situations and prioritizing issues
• Highly responsive, organized, and detail-oriented self-starter - resourceful and knows how to 'find a way'
• Exceptional project management capabilities
• Strong communication skills (written and verbal), with the ability to effectively communicate and collaborate with a diverse range of people and job functions internally and externally
• Capability to understand the broader organization, build relationships and know how to get things done quickly and efficiently

Responsibilities

• Calendar Management - Assist in the management of the team’s calendars, including scheduling meetings and proactively resolving / rescheduling conflicts.
• Meeting Coordination- Coordinate room reservations, AV assistance, meeting materials and catering as needed.
• Travel Arrangements - Coordinate necessary travel arrangements within Visa policies (book / revise flights, rental cars, hotel reservations, travel visas, etc.). Key travel information should be added to the appropriate calendars and expense reports should be submitted according to Visa policies.
• Expense Management & Supplies - Process expense reports on behalf of the team, manage purchasing cards, and procurement of supplies, devices and equipment according to Visa policies. Submit and manage purchase orders as needed.
• Onsite / Event Support - Participate in the planning and execution of quarterly all-staff meetings and periodic employee engagement events.
• Liaison - Communicate and collaborate with a broad range of Visa professionals on behalf of the department. Facilitate and coordinate communications and administrative procedures across the team.
• Project management - Manage projects and provide support to the team as needed

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level