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Executive Administrator - job 6 of 14

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The role provides direct administrative support to two SVPs (Head of Client Services, Head of Risk) as well as general assistance to other team members. This position handles details of a highly confidential and critical nature and requires a broad working knowledge of departmental and company policies and practices.

This role is an individual contributor with a primary focus on execution. This position is at a developing professional level and solves a range of straightforward problems/analyzes possible solutions using standard procedures. This position receives a moderate level of guidance and supervision.

Essential Functions

Manage a complex calendar that includes scheduling meetings and travel, video conferences, trainings (off-site and / or internal), group events and booking conference rooms.
Perform administrative support duties, including but not limited to drafting and typing correspondence, making copies, preparing binders, answering and screening managers´ phone calls and directing inquiries to the proper party within the team, and maintaining and ordering office supplies.
Establish and maintain effective and cooperative professional business relationships with all levels of management, employees and outside companies.
Manage and address escalated complaints/issues from Visa cardholders coordinating with Corporate Communications and respective functional group accountable for action.
Act as a liaison, problem solver, and facilitator as the first contact for the senior leader.
Manage quarterly All Staff and Quarterly Senior Leadership Meetings including logistics, agenda/materials, onsite support and event management.
Travel on occasion to manage offsite leadership and client meetings, approximately 3-4 times per year.
Help manage departmental communications to internal key stakeholders collaborating with Corporate Communications and Human Resources.
Maintain Business Continuity Management contact information. Prepare meeting materials including assisting with the creating of the presentation, handouts and other related materials as well as printing, binding and collating of materials.
Coordinate conference/meeting room set-up, order catering, and make logistical arrangements.
Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities.
Handle contract management, monthly budget tracking (including POs, invoices and accruals) and updating and interfacing with accounting as needed.
Process expense reports and providing general information to incoming calls regarding Accounts Payables, Purchasing, Travel Policy and Expense Reporting.
Support projects as needed for senior executive.
Coordinate and direct the work of other Administrative Assistants/Administrators on functional/regional projects.

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

Average salary estimate

$60000 / YEARLY (est.)

min

max

$50000K

$70000K

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What You Should Know About Executive Administrator, Visa

Are you ready to take on a challenging yet rewarding role as an Executive Administrator in Miami? In this position at our company, you'll be directly supporting two Senior Vice Presidents—our Head of Client Services and Head of Risk. Your skills in managing intricate schedules, organizing meetings, and overseeing travel arrangements will play a crucial part here. This role isn't just about handling day-to-day administrative tasks; it’s an opportunity to be the backbone of our operations. You'll also assist with coordinating important company meetings and events, managing logistical needs, and fostering a cooperative work environment. Expect to develop strong relationships with management and fellow team members while tackling a variety of responsibilities, from drafting correspondence to preparing impactful presentations. Being an Executive Administrator means not just executing tasks, but also being that reliable problem-solver who keeps our operations smooth. On occasion, you might travel for offsite meetings or leadership gatherings, adding some excitement to your routine. As you immerse yourself in our company culture, you'll also gain invaluable experience and insights into our business practices. We encourage you to apply if you’re enthusiastic, highly organized, and ready to contribute to our thriving team and help drive our business forward!

Frequently Asked Questions (FAQs) for Executive Administrator Role at Visa

What are the primary responsibilities of the Executive Administrator at our company?

As an Executive Administrator at our company, your primary responsibilities include managing complex calendars for the Senior Vice Presidents, coordinating meetings and travel, addressing escalated issues from Visa cardholders, and maintaining effective communication with various departments. You'll also be instrumental in organizing logistics for quarterly meetings and providing support for team activities through presentations and budget tracking.