Executive Administrative Assistant - job 19 of 21

The Executive Administrative Assistant at Visa is responsible for managing executive calendars, planning complex international travel, organizing meetings and events, serving as a liaison for internal and external communications, and managing expense reports. This role requires a proactive approach to anticipating the needs of the executives and ensuring efficient operation in a dynamic environment.

To excel as an Executive Administrative Assistant at Visa, candidates should have strong organizational and communication skills, experience in managing executive-level calendars, and the ability to handle confidential information with discretion. Proficiency in technology and a deep understanding of company policies will also be vital for success in this role.

In the role of Executive Administrative Assistant at Visa, you will be responsible for arranging complex, international travel itineraries for executives. This includes making logistical arrangements and ensuring all travel and accommodations are organized meticulously, allowing the executives to focus on their strategic roles.

Successful Executive Administrative Assistants at Visa possess excellent multitasking abilities, strong problem-solving skills, and a proactive mindset. Moreover, they must demonstrate superior communication capabilities and professional etiquette while collaborating with diverse stakeholders within the organization.

The working environment for an Executive Administrative Assistant at Visa is fast-paced and dynamic. Given that this is a hybrid position, you will enjoy both remote work flexibility and the opportunity to engage in-person with your team and executives, fostering collaboration and communication.

To prioritize tasks effectively, I first assess the urgency and importance of each task. I typically maintain a to-do list and use time management tools to ensure that critical deadlines are met while keeping my executives informed of any potential conflicts or delays.

In my previous roles, I managed executives' calendars by scheduling meetings, understanding priority requests, and resolving conflicts. I believe clear communication and anticipating needs are key to ensuring an organized schedule that aligns with overarching goals.

I remain flexible and calm during last-minute changes. I quickly assess the situation, communicate with all parties involved, and then reorganize the schedule to accommodate changes without causing disruption. Being proactive and building strong relationships helps minimize conflicts.

To manage communication efficiently, I act as a central point of contact. I ensure timely responses, maintain professionalism in my interactions, and communicate updates clearly. I prioritize creating an open channel for feedback, which strengthens relationships.

I use various tools such as travel management software, spreadsheets for organizing itineraries, and calendar apps to track travel dates. Familiarity with different booking platforms also allows me to find the best options for flights and accommodations.

To ensure accuracy in expense management, I implement a systematic approach by verifying receipts, categorizing expenses correctly, and maintaining organized records. Regularly reconciling expenses against the budget is also essential.

I once had to manage conflicting schedules for a crucial meeting involving multiple stakeholders. I calmly approached each party, provided alternative options, and quickly facilitated a resolution, ensuring that all key members could participate without compromising on their commitments.

I believe in the power of open communication and regular check-ins. I make it a priority to engage with team members by offering assistance and being available to discuss any pressing tasks or projects that may require collaboration.

The most important aspect of supporting an executive is understanding their preferences and working style. By anticipating their needs and maintaining open lines of communication, I can offer tailored support that helps them achieve their strategic goals effectively.

I use a combination of digital tools and traditional methods to stay organized. I prioritize tasks, set deadlines, and regularly review my to-do lists against daily and weekly goals. This approach ensures that I remain efficient and responsive to dynamic changes in the workplace.