Executive Administrative Assistant - job 16 of 21

As an Executive Administrative Assistant at Visa, your main responsibilities will include proactive calendar management, organizing meetings and international travel, and serving as a liaison among various stakeholders. You'll be tasked with submitting expense reports and managing communications efficiently to ensure executives can focus on critical tasks.

The Executive Administrative Assistant position at Visa requires strong organizational skills, attention to detail, and exceptional communication abilities. You should be adept at managing calendars, planning travel, and handling multiple priorities in a fast-paced environment while maintaining a high level of professionalism.

Yes, experience with travel planning is essential for the Executive Administrative Assistant role at Visa. You will be responsible for arranging complex, international travel itineraries, which requires attention to detail and an understanding of logistical arrangements.

In the role of Executive Administrative Assistant at Visa, managing communication involves being a point of contact for various internal and external professionals. This means effectively interacting with team members, understanding their needs, and ensuring that all relevant communications and follow-ups are executed seamlessly.

The Executive Administrative Assistant position at Visa is a hybrid role, meaning that you will work both in the office and remotely. The specific number of days you will be expected to work in the office will be confirmed by your Hiring Manager, providing flexibility while maintaining collaboration with your team.

When prioritizing tasks, I analyze deadlines, the importance of each task, and the preferences of the executives I support. I often create a daily or weekly list, focusing on high-priority tasks first and ensuring that I remain flexible to address any urgent matters that may arise.

In a previous role, I faced a situation where there was a last-minute schedule change for an executive meeting. I quickly contacted all involved parties, proposed a new time that accommodated everyone, and ensured that the venue was adjusted accordingly. This taught me the importance of adaptability and quick decision-making.

To manage multiple calendars effectively, I utilize digital calendar tools that allow color-coding events and setting reminders. I also communicate regularly with each executive to understand their preferences and ensure that I am aligning their commitments effectively.

Ensuring confidentiality is paramount in my work. I strictly adhere to the guidelines set forth by the organization regarding sensitive information, only sharing details on a need-to-know basis, and utilizing secure methods for storing and communicating confidential data.

I employ a combination of various organizational tools, such as to-do lists, digital calendars, and project management software. Regularly reviewing my tasks and setting aside time for dedicated work periods helps me stay focused and efficient.

In my previous roles, I regularly handled expense management, which included compiling, reviewing, and submitting expense reports on behalf of executives. I ensured all expenses aligned with company policies and streamlined the processing to minimize delays and errors.

When faced with last-minute changes to travel arrangements, I prioritize communication, quickly assess alternative options, and finalize the changes efficiently. Staying calm under pressure allows me to adapt and keep the executive informed throughout the process.

Building relationships with internal stakeholders involves clear communication, understanding their working styles, and being reliable. I make an effort to connect personally, maintain regular check-ins, and offer assistance whenever possible to create a collaborative environment.

My extensive experience in high-pressure environments, strong organizational skills, and ability to adapt quickly make me a great fit for the Executive Administrative Assistant role at Visa. I take pride in supporting executives to achieve their goals efficiently, and I thrive in collaborative atmospheres where I can contribute positively.

I am familiar with a variety of tools and software necessary for administrative tasks, including Microsoft Office Suite, Google Workspace, and project management applications like Asana and Trello. I embrace learning new technology whenever it's introduced to enhance productivity.