About this role
This position will support the SVP, Value Added Services Business Strategy and Operations Team. Responsibilities include administrative excellence in the delivery and management of scheduling, strategic priorities, expenses, travel, logistics, technical support, communications, internal mentoring, and client support.
Responsibilities include:
Calendar Management:
The successful candidate will be responsible for the design, implementation, and ongoing daily management of a user-friendly, modern, and structured strategy and program for high-performance schedule management. This includes:Daily and ongoing calendar management of near-term and far term plans and dedicated work timePopulate calendar contents and ensuring meeting agendas are prepared in advance of meeting, and follow up meetings are bookedEstablish a meeting and time prioritization and management process and supporting routines – annually, quarterly, monthly, weekly, dailyAdjust or prioritize schedules based on last-minute changesManage and systematically prioritize the list of meeting requests, updated and shared dailyDevelop a clear process for triaging schedule-related itemsSolve scheduling conflicts while protecting focused work timeVigilantly organize re-occurring meetings and their frequency.Ensure proper materials are prepared in advance of a meeting (agenda, background notes, etc.)Prioritize needs (emails, calls, meetings, executive work time), sensitive matters, and managing information flowAct as the point of contact, screening calls, and taking detailed messagesScreen incoming calls and correspondence and respond independently when possible.Proactive planning and forward thinking, clear on actions taken and those that face delaysAnticipate needs and block time for routine and annual events without prompts:
Budget Management (AOP season, monthly deadline approvals)Mid and End of Year Reviews, Calibration, etc.Market and client visitsAggregate and dispatch on action items following a task meetingAdministrative Excellence:
The successful candidate will demonstrate administrative excellence and support the Global Data Office. Some examples include:Partner with internal and external contacts for a high-quality scheduling experienceLead by example a reliable source to share best practices, grow skills through professional development, and adopt new productivity toolsManage multiple distribution lists and key groupsOrganize delegate coverage and planning handoff during absences for seamless support to the supported VPsFinancial Management:
Accountable for the expenses and reporting (on time and complete)Reported thoroughly and in a timely fashionHandling group expenses (as the USD card owner)Compliance with Visa’s internal policiesAccountable for team recognition and milestonesVisaversary CalendarUpLift Awards and Gift purchasesNegotiate and problem solve with external partners and suppliersSupport key team initiatives, playing a part as a project coordinator.Duties may include: support with expanded staff meetings, meeting logistics (both internal and external), presentations, management of shared team information and resources on intranet/portals/Microsoft TeamsTravel & Logistics:
Organize air, ground transportation, accommodations, market office and travel logisticsDetailed domestic and international travelCollect quotes and preparing summary of optionsOrganize, (unprompted) workspace & room booking when principal is travelingOversee the necessary travel Visa, vaccination, and border/customs entry documents and requirements confirmed in advanceArrange catering and meal planning for individuals and groupsPrepare support requests and triage to for the VP, Global AI & Data Innovation to arrive at a Visa office and have the necessary support for space, meetings, documents, meals, etc.Technical Support:
Rapid response and step-by-step instructions for technical supportLiaise with Executive ITAnticipate needs and mitigate prior to issues arising or escalatingCommunications & Administrative Management:
Clear and ongoing, responsive communication with supported VPs on relevant updates, obstacles faced, and developments with impacts and the solutions to overcomeTake minutes and notes during a meeting, then holding those committed to action items accountable.Anticipate what information needs to be cascaded in a timely manner to the Leadership Team or other key stakeholdersPrepare and support of eventsLiaise with hosts, plan logistics and details in advance, during, and after eventRecords management and filing systems for historical reference and speedy retrievalTranspose handwritten notes into Word, Excel, and PowerPointGather, organize, and format materials in advance of meetingsUse templates, formatting guidelines, and corporate standardsOperate with internal compliance and internal policiesUpdate team organizational chartsDraft basic correspondence letters of thanks and outreachResearch, compose summaries, and prepare reports, advise and make recommendationsClient Support:
Professional and reliably speedy responses to internal and external requestsDiscerning judgement and support for VIP guests and clientsHospitality, travel, and accommodation logisticsConfidently manage contact information and detailsContact names and coordinatesHoliday message mailing listThis is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.
Location: San Francisco only
Basic Qualifications:
Minimum of 6 months of work experience or a Bachelor's Degree
Preferred Qualifications:
2 or more years of relevant administrative or executive support experience.7 years minimum of relevant experience with increased levels of responsibilityProficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, SharePoint and AI tools such as Copilot and ChatGPT.
Strong track record of calendar and schedule management for senior executives in fast-paced growth environments Exceptionally organized with dedicated attention to detail and records managementProfessional and diplomatic, with exceptional interpersonal skillsConfident sending internal communications to large groups and using Group Distribution ListsPower user level skills for Outlook and PowerPoint. Working knowledge of Excel.Fluent in budget management, quarterly deadlines, financial reporting and contract basicsExperience with internal audits and best practicesStrong verbal and written skills in English, in particular being clear and conciseSelf-motivated, self-starterCapable copy editor with excellent grammar and grasp of the English languageAble to problem-solve and independently overcome obstacles including last-minute changesAble to meet tight deadlines and work under pressure 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 applicable local law, including the requirements of Article 49 of the San Francisco Police Code.
U.S. APPLICANTS ONLY: The estimated salary range for this position is 73,600.00 to 114,300.00 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.