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Executive Administrator - job 5 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

Are you ready for an exciting opportunity as an Executive Administrator at our dynamic Miami office? In this role, you'll provide essential administrative support to our two Senior Vice Presidents, the Head of Client Services and the Head of Risk, while also assisting other team members as needed. Your days will be filled with managing a complex calendar, scheduling meetings and travel, and ensuring everything runs smoothly for our senior leaders. You'll dive into various administrative tasks, like drafting correspondence, screening calls, and maintaining office supplies. Your ability to build productive relationships with colleagues and external partners will be vital as you act as the key facilitator and problem solver. With a focus on confidentiality, you'll handle sensitive materials and manage logistics for quarterly meetings, ensuring each event is successful. Additionally, you will have the opportunity to coordinate communications with key stakeholders and provide valuable support in preparing engaging presentations and reports. Occasional travel may be required, taking you to leadership and client meetings around 3-4 times a year, as you embrace this hybrid role. If you’re enthusiastic about creating an organized and effective work environment and love being the backbone of leadership, we want to hear from you!

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

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

The Executive Administrator at our Miami office plays a pivotal role in ensuring the smooth operation of support for our Senior Vice Presidents. Key responsibilities include managing complex calendars, scheduling meetings and travel, handling confidential communications, and maintaining productive relationships with internal and external stakeholders. This position is crucial in coordinating departmental logistics and providing administrative support for various projects.