Executive Assistant

Job Description

Company Description

Visa is a world leader in digital payments, facilitating more than 215 billion payments transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable and secure payments network, enabling individuals, businesses and economies to thrive.

When you join Visa, you join a culture of purpose and belonging – where your growth is priority, your identity is embraced, and the work you do matters. We believe that economies that include everyone everywhere, uplift everyone everywhere. Your work will have a direct impact on billions of people around the world – helping unlock financial access to enable the future of money movement.

Join Visa: A Network Working for Everyone.

Job Description

This is an exciting opportunity to join Visa’s team as an Executive Assistant & Coordinator who will provide direct assistance to Senior Vice Presidents within the Visa People Leadership Team. This role combines administrative responsibilities with HR project management, team communications and events coordination responsibilities. This individual will be a key ambassador for the HR executives and the overall HR function, and an active contributor to the HR team’s engagement and enablement programs. The position is based in Visa’s New York office.

JOB SCOPE:

This is an individual contributor role with a primary focus on administrative support, project management and coordination, with responsibility for the ownership and execution of specific tasks.

Executive Administrative Support

• Calendar Management : Partner with the two executives to efficiently manage their calendars. This includes scheduling meetings and conference calls with precision, and producing a concise and well-organized calendar. Calendaring responsibilities also include related meeting coordination for other team members.
• Travel Planning and Arrangements : Plan and book travel for the two executives. This includes researching options with our travel partner, assisting with Visas or other travel (domestic and international) requirements, sourcing restaurants as needed, booking cars and making other arrangements.
• Meeting Coordination & Management : Handle room bookings, technology logistics and food orders for team meetings. Assemble and manage meeting presentations through Skype, Acano and WebEx.
• Trusted Liaison: Greet visitors as representative of Visa and the HR team, and communicate with a broad range of Visa professionals, outside partners and prospective employees on behalf of the department. Handle confidential information and interactions with sensitivity.
• Expense Management : Process expense reports on behalf of the executives and provide ad hoc support as needed to the Employee Engagement Team.
• Activity Reporting : Create and maintain weekly/monthly/quarterly department reports that document HR team activities
• Employee Onboarding : Coordinate new employee onboarding activities for two executives’ teams, including welcome package, meeting schedule, desk assignment and office equipment. Brief new employees on processes and serve as resource for logistical questions and issues.
• Provide ad-hoc administrative support to CEO’s EA when asked.
• Provide back-up coverage to the Vice Chair, Chief People and Administrative Officer during EA’s PTO.

HR Project Management, Team Communications & Event Management

• Document Maintenance : Maintain HR communications distribution lists, asset library and CHRO message archives on key topics.
• Events Support : Participate in the development of content and manage logistics for HR All-Staffs, HR Enablement sessions, HR speakers’ series and other engagement events for the HR team. Assist with planning and program for annual HR Leadership Team summit and teambuilding events throughout the year .
• HR Events Calendar, Content & Roll Out Plans: Manage HR calendar of events, coordinate with team on content, and check availability and liaise with speakers. Help develop roll out plans for key HR and employee-wide programs.
• Budget Reporting & Coordination : Create and maintain a monthly budget summary to track planned and actual expenditures for the HR function cost center. Manage agreements, contracts and invoicing with outside consultants and contracts, establish POs and work agreements.

This is a hybrid position. Hybrid employees can alternate time between both remote and office. Employees in hybrid roles are expected to work from the office two days a week, Tuesdays and Wednesdays with a general guidepost of being in the office 50% of the time based on business needs.

Qualifications

Basic Qualifications:
• Minimum of 6 months of work experience or a Bachelor's Degree
Preferred Qualifications:
• Past administrative experience supporting a leader and/or team
• Past experience in a project management or coordination role
• Past experience in an HR department, communications departments and/or events management team is a plus
Attributes:
• A minimum of six years of advanced administrative/project execution experience supporting senior level management
• Collaborative and partner-oriented, with a positive, can-do attitude
• Very organized with strong multitasking skills, ability to prioritize and unwavering attention to detail
• Calm and cool under pressure, with ability to work in a fluid environment where assignments are time-sensitive and can change frequently
• Self-starter who is resourceful and can think outside the box
• Exceptional judgment and discretion regarding sensitive or confidential information
Skills:
• Exceptional organizational project management capabilities
• Proficiency in Microsoft Office — especially Word, PowerPoint and Excel

Additional Information

Visa has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees and visitors. As a condition of employment, all employees based in the U.S. are required to be fully vaccinated for COVID-19, unless a reasonable accommodation is approved or as otherwise required by law.

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.

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