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Executive Administrator - job 8 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 step into an exciting role as an Executive Administrator in sunny Miami? Here at our innovative company, you'll provide vital support to our dynamic SVPs, including the Head of Client Services and the Head of Risk. This position is all about helping the team operate at peak efficiency. You'll manage a complex calendar filled with scheduling meetings, arranging travel, and organizing events that keep the momentum going. Think of yourself as the glue that holds everything together! You'll draft important correspondence, maintain essential office supplies, and screen calls with finesse, ensuring communication flows smoothly. This role isn't just about administrative tasks; you'll also handle escalated complaints from Visa cardholders, acting as a problem solver and facilitator. Plus, you'll play a key role in shaping our quarterly meetings – from logistics to creating engaging presentations. Your work will ensure that both the team and our valued clients feel supported and valued. With occasional travel to offsite leadership and client meetings, as well as a hybrid work environment, you'll enjoy flexibility and collaboration. If you're detail-oriented, proactive, and capable of managing multiple tasks, we want to hear from you! Join us and make a meaningful impact.

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

What are the key responsibilities of an Executive Administrator at our company?

As an Executive Administrator, your main responsibilities will include managing complex calendars, scheduling meetings and travel, handling administrative support duties like drafting correspondence, and maintaining office supplies. You'll also serve as a liaison and problem solver for senior leaders, manage escalated client issues, and coordinate logistics for key meetings and events.