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Executive Administrator - job 3 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 your administrative skills to the next level? We’re looking for an Executive Administrator to join our dynamic team in Miami, providing essential support to our two Senior Vice Presidents—Head of Client Services and Head of Risk. You’ll dive into a world where organization meets strategy, managing a complex calendar full of meetings, travel arrangements, and team events. You’ll be the friendly face and dependable point of contact for our senior leaders, handling confidential matters with utmost professionalism. The role also involves drafting correspondence, sorting through inquiries, and maintaining smooth communication between executives and the rest of the team. You’ll manage quarterly leadership meetings and help prepare engaging presentations, ensuring every detail is taken care of, from logistics to catering. We value collaboration, so you’ll have the opportunity to establish relationships across departments, making sure everyone is aligned with our goals. This position is perfect for someone who thrives in a fast-paced environment and is ready to tackle challenges head-on. With a moderate level of guidance, expect to grow and learn while contributing significantly to our successes. Join us as we advance our mission while enjoying a rewarding work-life balance with hybrid working flexibility. Your administrative expertise can truly shine in this role, and we can’t wait to see how you’ll enhance our executive operations!

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

What are the primary responsibilities of the Executive Administrator at our Miami office?

As an Executive Administrator in Miami, your main responsibilities involve providing direct administrative support to our Senior Vice Presidents, managing their complex schedules, handling confidential communications, and ensuring smooth day-to-day operations. You'll also coordinate meetings, manage logistics for events, and assist with creating presentations and documentation necessary for team activities.