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Executive Administrator - job 10 of 15

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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

Looking for an exciting opportunity as an Executive Administrator in Miami? Join our dynamic team where you'll play a vital role by providing direct administrative support to two Senior Vice Presidents—Head of Client Services and Head of Risk. This isn't just any ordinary administrative position; it’s a chance to dive deep into a fast-paced environment where you will manage complex calendars, organize essential meetings, and help keep everything running smoothly. The work you do here is of critical importance and requires a keen understanding of our departmental and company practices. You'll be the go-to person for scheduling everything from video conferences to training events, ensuring that every detail is taken care of. Your ability to create effective communication and foster professional relationships will be crucial as you interact with various levels of management and employees. In addition, your problem-solving skills will come into play as you manage escalated issues from Visa cardholders. Given the nature of this hybrid position, flexibility is essential, as you'll be expected to balance time in the office with remote working hours. If you are a detail-oriented professional looking to support senior executives and enhance your career in a collaborative atmosphere, this Executive Administrator role could be the perfect fit for you. Your contributions will directly impact the efficiency and effectiveness of our leadership team, so bring your organizational skills, adaptability, and commitment to excellence to our Miami office.

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

What are the main responsibilities of an Executive Administrator at our Miami location?

As an Executive Administrator in Miami, your primary responsibilities involve providing direct administrative support to two Senior Vice Presidents and coordinating various office activities. You'll handle complex scheduling, manage logistical arrangements for meetings, and maintain professional relationships with team members and external partners. Additionally, you'll assist with preparing meeting materials, managing communication flows, and addressing escalated issues from clients, making this role pivotal to our operations.