Job Description

Overview

The Executive Administrator provides administrative support to the Head of the Visa Economic Empowerment Institute and the Head of Policy Advisory. This role is ideal for an organized, detail-oriented administrative professional who thrives in a fast-paced environment and anticipates needs. The position manages confidential and critical information, requiring a strong working knowledge of departmental and company policies and practices.

As an individual contributor with a primary focus on execution, the Executive Assistant independently solves a range of straightforward and complex problems, analyzes possible solutions using standard procedures, and receives a moderate level of guidance and supervision.

Key Responsibilities

• Manage complex calendars, communications, and activities for assigned leaders and/or teams, ensuring priorities are met and schedules are optimized.
• Process expense reports and organize travel as needed for assigned leaders.
• Facilitate effective internal communications within the team and across the organization.
• Maintain meticulous attention to detail to prevent errors that could impact the department.
• Collaborate and coordinate efficiently with colleagues across multiple time zones, adapting to tight deadlines and high-pressure situations.
• Work effectively with a large, diverse team, adapting communication and collaboration styles to various personality types and organizational levels.
• Plan ahead and anticipate potential challenges, ensuring seamless execution of tasks and activities.
• Organize events and meetings, partnering with other team assistants as appropriate to ensure successful outcomes.
• Demonstrate strong problem-solving skills, recognizing patterns, and utilizing information to inform decisions.
• Proactively seek clarification and ask questions to ensure thorough understanding of assignments and expectations.
• Provide dedicated support to middle and upper-level leaders, including Vice Presidents, and, as required, to larger teams in addition to individual executives.
• Stay current with evolving technologies, leveraging available toolsincluding AIto drive efficiency and continuously improve processes.
• Be responsive to reasonable requests for off-hours work, email and message follow-up.
• Support the onboarding of new employees and contractors, and associated tracking for direct reports of the principals.
• Assist with space management, workspace move requests and submit facilities work orders.
• Assist principals with expense reporting and finance issues.
• Perform team support duties including ordering office supplies, booking meeting rooms, processing training registrations, and updating distribution lists.
• Support the purchase of gifts or recognition items for employees celebrating life events.

Qualifications

Basic Qualifications:

• Bachelors Degree or a minimum of 6 months of professional work experience.

Preferred Qualifications:

• 2 or more years of work experience
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, plus SharePoint and AI tools such as Copilot and ChatGPT.
• Experience supporting executives in a fast-paced and dynamic work environment.
• Proven professionalism, discretion, and ability to handle highly confidential information.
• Proactive, solution-oriented mindset with a strong can-do attitude and eagerness to add value.
• Demonstrated ability to multitask, respond quickly and efficiently to changing needs, and effectively prioritize work with strong attention to detail.
• Self-starter who is comfortable working independently with minimal supervision.
• Excellent verbal and written communication skills, with the ability to communicate and collaborate effectively with a diverse range of individuals and teams.
• Strong judgment in setting priorities and interacting with both internal and external stakeholders.
• Ability to anticipate the needs of executives and team members.
• Composed and effective under pressure, with a proven ability to meet tight deadlines.
• Customer service-oriented, team player mentality, with a collaborative approach.
• Experience assisting with meeting and event logistics is a plus.

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 incumbent may sit and stand at a desk, communicate in person and by telephone, and 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 applicable local law, including the requirements of Article 49 of the San Francisco Police Code.

U.S. APPLICANTS ONLY: The estimated salary range for a new hire into this position is 73,600.00 to 104,150.00 USD per year, which may include potential sales incentive payments (if applicable). Salary may vary depending on job-related factors which may include knowledge, skills, experience, and location. In addition, this position may be eligible for bonus and equity. Visa has a comprehensive benefits package for which this position may be eligible that includes Medical, Dental, Vision, 401(k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness Program.

Job Tags

Similar Jobs