Executive Administrator-VAS Business Strategy and Operations

Visa • San Francisco, CA

6d • Hybrid

About The Position

This position will support the SVP, Value Added Services Business Strategy and Operations Team. Responsibilities include administrative excellence in the delivery and management of scheduling, strategic priorities, expenses, travel, logistics, technical support, communications, internal mentoring, and client support.

Requirements

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

Nice To Haves

• Preferred Qualifications: 2 or more years of relevant administrative or executive support experience.
• 7 years minimum of relevant experience with increased levels of responsibility
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, SharePoint and AI tools such as Copilot and ChatGPT.
• 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: 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 the Global Data Office. 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 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

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: Entry Level
• Number of Employees: 5,001-10,000 employees