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Executive Administrator - job 11 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

As an Executive Administrator at our dynamic Miami office, you'll be stepping into a crucial role that directly supports two SVPs: the Head of Client Services and the Head of Risk. This isn't your typical administrative position; you will be at the heart of the action, managing a complex calendar that involves scheduling meetings, coordinating travel, and organizing a variety of events, all while ensuring the utmost confidentiality. Your expertise will shine as you handle various administrative tasks such as drafting correspondence, screening calls, and maintaining office supplies, all while building effective professional relationships with colleagues at every level. You'll also serve as a key liaison for addressing escalated issues and providing seamless support for our quarterly leadership meetings and staff events. Occasionally, you’ll travel to facilitate offsite meetings, making your role diverse and engaging. Not only will you assist in preparing materials for presentations and meetings, but you’ll also manage important budget tracking and contract management tasks. This hybrid position offers the flexibility to work both in-office and remotely, with specifics determined by your hiring manager. It’s an exciting opportunity for those who thrive in a versatile and fast-paced environment, where no two days are alike and your contributions directly impact team success.

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

What are the responsibilities of an Executive Administrator at the Miami office?

As an Executive Administrator at our Miami office, your responsibilities will include managing complex calendars for the SVPs, scheduling meetings, coordinating travel, and ensuring effective communication within the team. You'll also perform a variety of administrative tasks, such as drafting correspondence, managing office supplies, and addressing escalated issues from Visa cardholders. Additionally, you'll play a key role in organizing quarterly meetings and supporting various team functions.