Executive Administrative Assistant - job 9 of 21

The Executive Administrative Assistant at Visa is responsible for a variety of important tasks including proactive calendar management, complex travel coordination, and effective communication with both internal and external partners. This role emphasizes a disciplined execution of company policies and requires the ability to manage a high volume of email and communications, ensuring timely responses and actions.

Visa seeks candidates for the Executive Administrative Assistant role who possess a robust understanding of departmental operations, exceptional communication skills, and a proven ability to handle confidential matters. Experience in a fast-paced environment and the capacity to think ahead to meet executive needs are also essential qualifications for this position.

The Executive Administrative Assistant at Visa manages stakeholder expectations by effectively communicating and establishing relationships with diverse professionals. This role involves anticipating the needs of executives and collaborating with teams at all levels to maintain a seamless workflow, thus ensuring stakeholder satisfaction and support.

A typical day for an Executive Administrative Assistant at Visa involves managing calendars, organizing travel itineraries, and facilitating meetings. You will spend time communicating with stakeholders, preparing expense reports, and proactively addressing challenges that arise, all while ensuring a supportive and efficient work environment.

The Executive Administrative Assistant role at Visa is hybrid, meaning you will work both in the office and remotely. The specific expectation of office days will be confirmed by your Hiring Manager, providing flexibility while also ensuring collaborative in-person interactions with your team.

When discussing your calendar management experience, highlight specific tools and methods you've used to organize schedules efficiently. Provide examples demonstrating your ability to prioritize meetings and manage conflicts, showcasing how this skill facilitates executive productivity.

In your response, emphasize your organizational skills and your proactive approach. Discuss how you gather necessary details quickly, prioritize travel arrangements, and stay calm under pressure to ensure executives have everything they need for successful trips.

Focus on your interpersonal skills and any frameworks you follow to ensure clear communication. Describe scenarios where you successfully navigated complex communications, emphasizing the importance of listening and providing timely updates.

Choose a specific challenge that showcases your problem-solving skills. Explain the situation clearly and illustrate how you analyzed it, the actions you took, and the end results, highlighting your ability to adapt and learn from difficult experiences.

Outline your methods for prioritization, such as using lists or digital tools. Give examples of how you assess urgency and importance, and discuss how you maintain communication with executives to align on priorities.

Discuss your commitment to maintaining confidentiality, including the protocols you follow to protect sensitive information. Share past experiences where you successfully navigated confidential matters while performing your administrative duties.

Detail your hands-on experience with expense reporting, including the tools you've used and your understanding of company policies. Provide an example of how you managed numerous expenses swiftly and accurately in a prior role.

Talk about the specific strategies you employ to coordinate meetings efficiently. Provide insights into managing logistics, sending invites, and ensuring all necessary materials are prepared beforehand.

Emphasize your approach to establishing rapport through open communication and team-building activities. Illustrate how understanding their work styles leads to a more successful partnership.

Share your passion for supporting others and contributing to an organization like Visa. Discuss your interest in the Value Added Services Risk and Identity Solutions area and how you see yourself making a significant impact in this role.