Executive Administrator


September 14, 2021

Company Description
As the world's leader in digital payments technology, Visa's mission is to connect the world through the most creative, reliable and secure payment network - enabling individuals, businesses, and economies to thrive. Our advanced global processing network, VisaNet, provides secure and reliable payments around the world, and is capable of handling more than 65,000 transaction messages a second. The company's dedication to innovation drives the rapid growth of connected commerce on any device, and fuels the dream of a cashless future for everyone, everywhere. As the world moves from analog to digital, Visa is applying our brand, products, people, network and scale to reshape the future of commerce.
At Visa, your individuality fits right in. Working here gives you an opportunity to impact the world, invest in your career growth, and be part of an inclusive and diverse workplace. We are a global team of disruptors, trailblazers, innovators and risk-takers who are helping drive economic growth in even the most remote parts of the world, creatively moving the industry forward, and doing meaningful work that brings financial literacy and digital commerce to millions of unbanked and underserved consumers.
You're an Individual. We're the team for you. Together, let's transform the way the world pays.
Job Description
This is a key executive administrator position supporting two VPs (VP Cybersecurity IAM and VP Cybersecurity GRC) and their teams. The key responsibilities include providing high-level administrative support by managing calendars across functions, conducting research, handling information requests and performing administrative functions.
Major Job Duties and Responsibilities
  • Manage complex calendaring and scheduling of staff and individual meetings, teleconferences, team off-sites, and other events, coordinating conference/meeting room set-up, ordering catering, and making logistical arrangements
  • Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes
  • Collaborate with other executive assistants and colleagues actively and with a positive spirit in solving problems
  • Manage daily administrative functions in support of the local Cybersecurity team
  • Work closely with other senior leadership executive assistants to provide support for various global administrative activities in a consistent manner and to create seamless office operations
  • Organize domestic and international travel arrangements for the local executive and/or members of his/her direct staff
  • Prepare expense reports (using Concur)
  • Supporting key team initiatives, playing a part as a project coordinator. Duties may include:
    • Prepare documents in Outlook, Word, Excel, and PowerPoint. Proficiency in Microsoft Office is a must
    • Assist with developing and updating PowerPoint presentations, Excel spreadsheets and other documents as needed, such as organizational charts and group lists
  • Act as a liaison, problem solver, and facilitator as the first contact for the executive and others in the department
  • Manage the day-to-day work flow as well as possess confidence and strong communication skills to interface with all levels of staff
  • Effectively and successfully respond to problem situations and prioritize issues
  • This role at times requires off-hours responsiveness (for example when the supported staff are in a different time zone)
  • Demonstrates excellent leadership and professional presence with a confident and approachable personality
  • Capable of working with discretion and tact in an environment exposed to a high level of sensitive and confidential information
  • Draft correspondence, answer and screen executive's phone calls and directing inquiries to the proper party within the team
  • Providing back up assistance to other administrative support team members as needed
  • Track action items from weekly Leadership meetings, documenting discussions
  • Maintain organizational structure presentations, based on headcount reporting
  • Support headcount forecasting and budget management for supported cost center(s)
  • Support hiring activities including scheduling
  • Support project activities as required


Basic Qualifications

  • 15+ years of administrative experience required, preferably in a global, public company such as Visa
  • Experience in supporting executives in a fast-paced and demanding corporate work environment
  • Demonstrated professionalism and discretion and experience in working with highly confidential information
  • Can-do attitude; must be proactive and solution oriented, looking for ways to add value and assist the team
  • Extremely collaborative and fostering a positive spirit and can-do attitude and also extremely open in accepting feedback and suggestions
  • Strong communication (written and verbal), detail-oriented, highly organized and ability to work cross functions with executives (both internal & external)
  • Intrinsically-motivated, highly organized and results-oriented
  • Able to work with little to no supervision.
  • Demonstrated initiative, flexibility, teamwork, maturity under pressure, and can anticipate and resolve problems before they escalate
  • History of creative problem solving, analytical skills, ability to work well collaboratively and under pressure
  • Detail-oriented and ability to complete work assignments with a high degree of quality
  • Demonstrate the ability to multi-task, respond to needs quickly and efficiently and prioritize work with a strong attention to detail
  • Ability to effectively communicate and collaborate with a diverse range of people and job functions
  • Demonstrate the ability to anticipate the needs of the senior management team
  • Ability to work well under pressure and respond to tight deadlines
  • Good-to-have
  • Additional experience with Ariba Procurement and/or Concur Expense Management
  • Advanced experience in administrative support (experience at an international company)

Additional Information

Work Hours:
Varies upon the needs of the department
Travel Requirements: This position requires travel 5-10% of the time.
Mental/Physical Requirements: This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.
Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.
Visa will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of Article 49 of the San Francisco Police Code.