Executive Administrator

Scheduling and Calendar Management:

• Coordinate and manage the VPs calendar including scheduling meetings appointments and travel arrangements.
• Ensure the VP is well prepared for meetings with necessary materials and information.
• Handle and prioritize all incoming meeting requests and adapt to changes as needed.

Team Communication:

• Serve as a central point of contact for internal and external communications on behalf of the VP
• Maintain communications process documentation distribution lists assets library and message archives in accordance with records management requirements.
• Draft proofread and manage correspondence reports and presentations.
• Facilitate clear and effective communication within the team and across departments

Travel Coordination& Expense Management

• Arrange domestic and international travel logistics including flights accommodations transportation and itineraries for the Finance team
• Prepare travel documents ensuring travel arrangements adhere to company policies.
• Address any travelrelated issues or changes promptly.
• Prepare submit and manage expense reports for the VP ensuring timely processing and reimbursement of expenses.

Event Planning:

• Plan and organize team events meetings onsite/off site activities and other company functions.
• Coordinate logistics including venue selection catering audiovisual equipment and attendee management.
• Ensure events run smoothly and efficiently.

Team Building:

• Assist in organizing teambuilding activities and initiatives to foster a positive and collaborative work environment.
• Manage team recognition programs and assist in planning team celebrations and milestones.

Operational Support:

• Provide general administrative support including data entry and record keeping.
• Assist with the preparation of reports presentations and other documentation.
• Assist the broader Finance team on a as needed basis and coordinate across other teams for backup coverage as needed.
• Handle special projects and assignments as directed by the VP.

This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.

Qualifications :

Must have a Bachelors degree
At least 10 years of work experience
Administrative experience in Executive Assistant support must have experience in supporting executives in a fastpaced public facing executive office.
Strong verbal and written communication skills excellent attention to detail and an ability to communicate effectively with all levels.
Demonstrated professionalism and experience in working with confidential information.
Exercise excellent judgment in time management setting priorities and interacting with internal and external contacts.
Cando attitude and team player mentality must be proactive dependable and solution oriented looking for ways to add value and assist the team.
Strong interpersonal skills.
Exceptional project management capabilities.
Work well under pressure and respond to tight deadlines able to organize and prioritize across competing priorities.
Ability and openness to actively use different internal systems (e.g. Ariba Concur etc.) and technology to complete tasks.
Advanced MS Office skills (Teams Word Outlook Excel & PowerPoint).

Additional Information :

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.

Remote Work :

No

Employment Type :

Fulltime