Sr. Executive Administrator

This position will partner with the Chief Data Officer while collaborating with a team of Executive Assistants. Responsibilities include administrative excellence in the delivery of calendar management superior administrative work travel and logistics expenses technical support communications and partner support. Predominantly this is a scheduling-heavy role. 
 
Candidates who thrive in a fast-paced global work environment can successfully manage competing priorities work well with short deadlines follow specific instructions and diplomatically enforce key calendaring guidelines will find this role rewarding. 

The role is both fast-paced and methodical requiring a special set of skills to stay on top of both the urgent and important requests. Exceptional administrative routines and best practices are critical to managing the high volume of requests and ensuring partners are well-informed. Those who enjoy structure problem solving learning new skills communicating and tracking progress are well suited to flourish and succeed in this heavily calendar-focused role. 
 
As this is a hybrid position (in-office 3 days a week minimum) it is critical the successful candidate be self-motivated ambidextrous and extremely well organized to optimize their time with the Executive. Excellent note taking prioritization and attention to detail are critical. 
 

Essential Functions 

Calendar Management 

The successful candidate will be responsible for ongoing calendar management within a set framework designed by the principal. This requires great attention to detail and creative solutions. They will be expected to use a suite of Excel spreadsheets to record and monitor calendar time management. Success for scheduling includes: 

• High attention to detail and contents populated in an Outlook calendar. Being actively and fully engaged in managing and finessing a dynamic professional calendar. Ongoing iterative updates to the scheduling is key. This includes comprehensive consideration and action for cascading impacts resulting from changes. 
• Ongoing responsive and proactive methodical daily administration deploying a dynamic feedback loop on progress and obstacles. Clear communication on actions taken as well as those facing delays or needing escalationis essential to stay in synch with the executives direction and evolving needs 
• In addition to add-hoc requests and routine meetings calendar blocking is a key essential for: dedicated work document review pre-event briefings and travel time blocks. 
• Solve scheduling conflicts and emerging priorities while protecting blocks. 
• Use the provided Excel-based meeting and time prioritization tracking sheet for scheduling meetings and prioritizing time. This tool is essential for success in the role 
• Ensure proper materials are prepared in advance of the Principals meeting (agenda background notes etc.) 
• Act as the point of contact and administrative representative working with peers 

Administrative Excellence 

The successful candidate will thrive when delivering administrative excellence and working with others. Some examples include: 

• Summarizing complex scheduling questions in brief verbal and written communication 
• Partner with internal and external contacts for a high-quality scheduling experience 
• Have an intellectual interest in the business to anticipate needs and make informed choices 
• Manage multiple distribution lists and key groups 
• Organize delegate coverage and planning handoff during absences for seamless support 
• Lead by example as a reliable source to share best practices grow skills through professional development and adopt new productivity tools in particular GenAI MS Teams and New Outlook. 

Travel & Logistics 

• Organize air and ground transportation accommodations market office and travel logistics 
• Collect quotes and preparing summary of optionsto review with the executive 
• Booking early within guidelines and based on consultation with the Executive 
• Check-in and ensure Executives personal preferences are accurate for air travel 
• Consulting and collaborating with locally engaged team and colleagues 
• Sending group invites for group meetings and events 
• Detailed international travelplanning including summary planning documents 
• Anticipate needs while traveling such as booking workspace meeting rooms 
• Oversee the necessary travel Visa vaccination and border/customs entry documents and requirements confirmed in advance 
• Arrange catering and meal planning for individuals and groups 

Expenses 

• Accountable for expenses and reporting (on time and complete)in compliance with Visas policies and guidelines 
• Reported thoroughly and in a timely fashion 
• Managing group expenses (as a USD card owner) for example supplies for a team meeting 
• Accountable for Leadership Team recognition and milestonesas well purchases 
• Negotiate and problem-solve with external partners and supplierswithin policy 
• Research compose summaries prepare reports advise and make recommendations 

Technical Support 

• Rapid response and step-by-step instructions for technical support 
• Liaise with Executive IT 
• Anticipate needs and mitigate prior to issues arising or escalating 

Communications & Administrative Management: 

• Clear and ongoing responsive communication on relevant updates obstacles faced and developments with impacts and the solutions to overcome 
• Take minutes and notes during a meeting then hold those committed to action items accountable. 
• Anticipate what information needs to be cascaded in a timely manner to the Leadership Team or other key stakeholders 
• Liaise with hosts of Executive plan logistics and details in advance during and after event 
• Records management and filing systems for historical reference and speedy retrieval 
• Transpose handwritten notes into Word Excel and PowerPoint 
• Gather organize and format materials in advance of meetings 
• Use templates formatting guidelines and corporate standards 
• Operate with internal compliance and internal policies 
• Draft basic correspondence letters of thanks and outreach 

Partner Support 

• Professional and reliably speedy responses to internal and external requests 
• Discerning judgement and support for VIP guests and clients 
• Confidently manage contact information and details 

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

Qualifications :

Basic Qualifications
Minimum of 6 months of work experience or a Bachelors Degree

Preferred Qualifications
2 or more years of work experience
7 years minimum of relevant experience with increased levels of responsibility working in global or multinational organizations
Strong verbal and written skills in English in particular being clear and concise
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 management
Able to problem-solve and independently overcome obstacles including last-minute changes
Able to meet tight deadlines and work under pressure
Experience managing a high-volume of requests tracking details and working with numerous time zones (use of tools to manage calendar and requests)
Professional and diplomatic with exceptional interpersonal and relationship building skills
Moderate (not beginner) skills for New Outlook PowerPoint and Excel
Fluent in budget management quarterly deadlines financial reporting and contract basics
Self-motivated self-starter
Capable copy editor with excellent grammar and grasp of the English language
Experience with internal audits and best practices

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 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 63200 to 105250 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.

Remote Work :

No

Employment Type :

Full-time