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Executive Administrator - job 12 of 15

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

$70000 / YEARLY (est.)
min
max
$60000K
$80000K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Executive Administrator, Visa

As an Executive Administrator at our Miami office, you'll embark on an exciting journey supporting two SVPs - the Head of Client Services and the Head of Risk. This isn't just about maintaining schedules; it's about being the linchpin that keeps our operations running smoothly. Your role will encompass managing a complex calendar, scheduling meetings, and organizing off-site events. You'll engage with teams across the board, helping to tackle escalated issues and ensure effective communication between departments. You'll be crafting presentations, coordinating travel, and handling a range of critical, confidential tasks that drive the company forward. Collaboration is key, so you'll work closely with Corporate Communications and Human Resources to manage departmental communications, events, and more. Your problem-solving skills will shine as you assist with everything from contract management to expense reports. If you have a passion for keeping things organized while being the go-to person for senior leadership, we want to hear from you! This hybrid position offers you the flexibility to work both in the office and from home, with expectations set by your hiring manager. Join us as we strive for excellence in service and risk management!

Frequently Asked Questions (FAQs) for Executive Administrator Role at Visa
What are the primary responsibilities of an Executive Administrator at the company?

The primary responsibilities of an Executive Administrator at our company include managing complex calendars, arranging meetings and travel, and providing administrative support to senior leadership. You will also assist with logistics for events, coordinate communications, format presentations, and resolve escalated issues for clients, ensuring smooth operations and effective collaboration.

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What skills and qualifications are required for the Executive Administrator position in Miami?

The ideal candidate for the Executive Administrator position in Miami should possess strong organizational skills, attention to detail, and effective communication abilities. A background in administrative roles with experience in handling confidential information and proficiency in tools like PowerPoint and Excel is essential. Familiarity with office management practices and a proactive, problem-solving mindset will also be beneficial.

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How does the role of Executive Administrator support senior leadership?

As an Executive Administrator, you will provide vital support to senior leadership by managing communication, scheduling meetings, and organizing events. You'll act as a liaison between the executives and the rest of the team, ensuring that everything runs smoothly and efficiently, which directly contributes to the productivity of our leaders.

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Are there opportunities for professional development in the Executive Administrator role?

Absolutely! In the Executive Administrator role, you will have numerous opportunities for professional development. You'll gain invaluable experience by working closely with senior executives, enhancing your administrative skills. We also encourage participation in training sessions and workshops to foster growth and development within your career.

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What is the work environment like for an Executive Administrator in this position?

The work environment for an Executive Administrator in this position is dynamic and flexible, as it combines office and remote work. You'll interact with various teams and leaders, contribute to high-stakes projects, and thrive in a fast-paced atmosphere that values collaboration and innovation.

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Common Interview Questions for Executive Administrator
Can you describe your experience with calendar management as an Executive Administrator?

When answering this question, highlight your expertise in managing complex calendars, including your strategies for prioritization and organization. Discuss any tools you use, such as scheduling software, and give examples of how you’ve ensured senior leaders stay on track with their commitments.

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How do you handle confidential information in your role as an Executive Administrator?

Address your understanding of confidentiality as an Executive Administrator, emphasizing the importance of discretion. Talk about specific policies or practices you've followed in previous roles to safeguard sensitive data and demonstrate your commitment to maintaining trust.

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What strategies do you use to coordinate and manage multiple projects simultaneously?

In your response, discuss methods you employ to prioritize tasks, such as creating to-do lists or using project management tools. Provide examples of how you successfully juggled multiple deadlines and ensured communication between stakeholders.

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How would you address an escalated issue from a client as an Executive Administrator?

Explain your approach as an Executive Administrator, starting with active listening to understand the issue fully. Detail how you would coordinate with the appropriate teams for resolution and follow up with the client, ensuring their concerns are addressed collaboratively.

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What tools and software are you familiar with for creating presentations and reports?

Share your expertise with software like PowerPoint, Excel, and any other relevant tools. Explain your experience in developing visually appealing presentations and reports, including your design approach and attention to detail.

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Describe a time when you had to manage a critical meeting. What was your role?

Provide an example that showcases your organizational skills. Discuss how you planned logistics, prepared materials, and facilitated communication among participants, underlining how these efforts contributed to the meeting's success.

Join Rise to see the full answer
How do you ensure effective communication with senior leaders?

Talk about your proactive communication strategies, such as regular updates and feedback sessions. Highlight the importance of being accessible and approachable, making it easier for senior leaders to reach out when they need assistance.

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What is your approach to managing travel arrangements for executives?

Describe your systematic process for managing travel bookings, including researching travel options, coordinating itineraries, and accommodating special requests to ensure executives have seamless travel experiences.

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How do you prioritize tasks in a fast-paced working environment?

Discuss your techniques for evaluating task urgency and importance, such as using prioritization matrices or keeping a flexible schedule. Give an example where your prioritization made a difference in meeting critical deadlines.

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In what ways can you contribute to a collaborative team environment?

Share your willingness to support colleagues, emphasize open communication, and be a resource for team members. Discuss specific instances where you've helped create a positive and efficient collaborative environment in previous roles.

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Visa Inc. operates as a payments technology company worldwide. The company facilitates commerce through the transfer of value and information among consumers, merchants, financial institutions, businesses, strategic partners, and government entiti...

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Full-time, hybrid
DATE POSTED
April 9, 2025

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