Sr. Executive Administrator

Essential Functions

• Provide executive level administrative support, including managing multiple executive calendars in parallel, booking and managing executive travel plans, using Visa tools for expense and purchase management and preparing for meetings.
• Establish and maintain effective and cooperative professional relationships with internal and external business partners, including several levels of management, Visa employees and Visa clients.
• Act as a liaison, problem solver, and facilitator across multiple time zones.
• Plan onsite and offsite team meetings and events, including coordinating conference room set- up, catering, A/V, and logistical arrangements, and providing occasional on-location support for team activities such as group meetings and team outings.
• Prepare and update PowerPoint presentations, Excel spreadsheets, and other documents.
• Provide support and take leadership role across projects and initiatives as requested.
• Assist with team travel arrangements as requested.
• Be responsive to reasonable requests for off-hours work, email and messages follow-up.

Team Support Responsibilities

• Provide support for site management and for other senior leaders.
• Coordinate on-boarding of new employees and contractors, and associated tracking.
• Assist with space management, workspace move requests and submit facilities work orders.
• Create purchase requisitions and assist staff with expense reporting and finance issues.
• Perform team support duties including ordering office supplies, booking meeting rooms, processing training registrations, and updating distribution lists.

This is a hybrid position. Hybrid employees can alternate time between both remote and office. Employees in hybrid roles are expected to work from the office 2-3 set days a week (determined by leadership/site), with a general guidepost of being in the office 50% or more of the time based on business needs.

Basic Qualifications

• 2 or more years of work experience with a Bachelor’s Degree or an Advanced Degree (e.g. Masters, MBA, JD, MD, or PhD)

Preferred Qualifications

• 3 or more years of work experience with a Bachelor’s Degree or more than 2 years of work experience with an Advanced Degree (e.g. Masters, MBA, JD, MD)
• 5-8 or more years of work experience.
• Bachelor’s Degree (or equivalent combination of work and education experience) is preferred.
• 5+ years of administrative experience, including current or recent role supporting executives in a comparable manner.
• Strong written and verbal communication skills, with the ability to communicate and collaborate effectively with a diverse group of people and job functions.
• Proficiency in managing multiple executive calendars and organizing travel.
• Demonstrated strengths balancing and prioritizing from several team members, with attention to detail and proven ability to organize well.
• Skilled in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Co-pilot, and SharePoint, experience Travel Booking, Expense and Invoice Payment tools.
• Track record of excellent leadership and professional presence and displays confidence in working with others.
• Interest and expertise in event planning and/or project management and coordination.
• Capable of working with discretion and tact in an environment exposed to a high-level of sensitive and confidential information.
• History of creative problem solving, ability to work well collaboratively and maintain a professional work environment.
• Self-starter with a can-do attitude.

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.