Sr. Executive Administrator - job 1 of 6

Visa is a world leader in payments and technology, with over 259 billion payments transactions flowing safely between consumers, merchants, financial institutions, and government entities in more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable, and secure payments network, enabling individuals, businesses, and economies to thrive while driven by a common purpose – to uplift everyone, everywhere by being the best way to pay and be paid.

Make an impact with a purpose-driven industry leader. Join us today and experience Life at Visa.

This position will partner with the Chief Data Officer, while collaborating with a team of Executive Assistants. Responsibilities include administrative excellence in the delivery of calendar management, superior administrative work, travel and logistics, expenses, technical support, communications, and partner support. Predominantly, this is a scheduling-heavy role. 
 
Candidates who thrive in a fast-paced global work environment, can successfully manage competing priorities, work well with short deadlines, follow specific instructions, and diplomatically enforce key calendaring guidelines will find this role rewarding. 

The role is both fast-paced and methodical, requiring a special set of skills to stay on top of both the urgent and important requests. Exceptional administrative routines and best practices are critical to managing the high volume of requests and ensuring partners are well-informed. Those who enjoy structure, problem solving, learning new skills, communicating and tracking progress are well suited to flourish and succeed in this heavily calendar-focused role. 
 
As this is a hybrid position (in-office 3 days a week, minimum), it is critical the successful candidate be self-motivated, ambidextrous, and extremely well organized to optimize their time with the Executive. Excellent note taking, prioritization, and attention to detail are critical. 
 

Essential Functions 

Calendar Management  

The successful candidate will be responsible for ongoing calendar management within a set framework designed by the principal. This requires great attention to detail and creative solutions. They will be expected to use a suite of Excel spreadsheets to record and monitor calendar time management. Success for scheduling includes:  

• High attention to detail and contents populated in an Outlook calendar. Being actively and fully engaged in managing and finessing a dynamic professional calendar. Ongoing iterative updates to the scheduling is key. This includes comprehensive consideration and action for cascading impacts resulting from changes. 
• Ongoing responsive and proactive methodical daily administration, deploying a dynamic feedback loop on progress and obstacles. Clear communication on actions taken as well as those facing delays, or needing escalation is essential to stay in synch with the executive’s direction and evolving needs 
• In addition to add-hoc requests and routine meetings, calendar blocking is a key essential for: dedicated work, document review, pre-event briefings, and travel time blocks. 
• Solve scheduling conflicts and emerging priorities while protecting blocks. 
• Use the provided Excel-based meeting and time prioritization tracking sheet for scheduling meetings and prioritizing time. This tool is essential for success in the role 
• Ensure proper materials are prepared in advance of the Principal’s meeting (agenda, background notes, etc.)  
• Act as the point of contact and administrative representative working with peers 

Administrative Excellence  

The successful candidate will thrive when delivering administrative excellence and working with others. Some examples include:  

• Summarizing complex scheduling questions in brief verbal and written communication 
• Partner with internal and external contacts for a high-quality scheduling experience 
• Have an intellectual interest in the business to anticipate needs and make informed choices  
• Manage multiple distribution lists and key groups  
• Organize delegate coverage and planning handoff during absences for seamless support 
• Lead by example as a reliable source to share best practices, grow skills through professional development, and adopt new productivity tools – in particular GenAI, MS Teams, and New Outlook. 

Travel & Logistics  

• Organize air and ground transportation, accommodations, market office and travel logistics 
• Collect quotes and preparing summary of options to review with the executive 
• Booking early, within guidelines, and based on consultation with the Executive 
• Check-in and ensure Executive’s personal preferences are accurate for air travel 
• Consulting and collaborating with locally engaged team and colleagues 
• Sending group invites for group meetings and events 
• Detailed international travel planning, including summary planning documents 
• Anticipate needs while traveling, such as booking workspace meeting rooms 
• 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  

Expenses 

• Accountable for expenses and reporting (on time and complete) in compliance with Visa’s policies and guidelines 
• Reported thoroughly and in a timely fashion  
• Managing group expenses (as a USD card owner) for example supplies for a team meeting 
• Accountable for Leadership Team recognition and milestones as well purchases  
• Negotiate and problem-solve with external partners and suppliers within policy 
• Research, compose summaries, prepare reports, advise and make recommendations  

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 on relevant updates, obstacles faced, and developments with impacts and the solutions to overcome  
• Take minutes and notes during a meeting, then hold 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  
• Liaise with hosts of Executive, 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  
• Draft basic correspondence letters of thanks and outreach  

Partner Support  

• Professional and reliably speedy responses to internal and external requests  
• Discerning judgement and support for VIP guests and clients  
• Confidently manage contact information and details  

This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.

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

Preferred Qualifications
• 2 or more years of work experience
• 7 years minimum of relevant experience with increased levels of responsibility, working in global or multinational organizations
• Strong verbal and written skills in English, in particular being clear and concise
• 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
• Able to problem-solve and independently overcome obstacles including last-minute changes
• Able to meet tight deadlines and work under pressure
• Experience managing a high-volume of requests, tracking details, and working with numerous time zones (use of tools to manage calendar and requests)
• Professional and diplomatic, with exceptional interpersonal and relationship building skills
• Moderate (not beginner) skills for New Outlook, PowerPoint, and Excel
• Fluent in budget management, quarterly deadlines, financial reporting and contract basics
• Self-motivated, self-starter
• Capable copy editor with excellent grammar and grasp of the English language
• Experience with internal audits and best practices

Work Hours: Varies upon the needs of the department.

Travel Requirements: This position requires travel 5-10% of the time.

Mental/Physical Requirements: This position will be performed in an office setting.  The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.

Visa is an EEO Employer.  Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.  Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.

Visa will consider for employment qualified applicants with criminal histories in a manner consistent with applicable local law, including the requirements of Article 49 of the San Francisco Police Code.

U.S. APPLICANTS ONLY: The estimated salary range for a new hire into this position is 63,200 to 105,250 USD per year, which may include potential sales incentive payments (if applicable). Salary may vary depending on job-related factors which may include knowledge, skills, experience, and location. In addition, this position may be eligible for bonus and equity. 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.