Sr. Executive Administrator

Job Description and Responsibilities 

We are seeking a highly skilled and experienced Senior Executive Assistant to provide exceptional administrative support to our Head of Global Sales and Commercial Operations. This role requires anticipating needs managing complex schedules and handling confidential information with the utmost discretion. The ideal candidate will be proactive solution-oriented and capable of thriving in a fast-paced environment. 

Key Responsibilities: 

Administrative Support: 

• Serve as the first point of contact for the executive and develop systems to prioritize the executives time and activities. 

• Draft correspondence calendar meetings answer and screen executives phone calls and direct inquiries to the appropriate party within the team. 

• Manage a complex calendar that includes scheduling meetings and travel video conferences trainings (off-site and/or internal) group events and booking conference rooms. 

• Process expense reports on behalf of the executive 

• Prepare meeting materials including assisting with the creation of presentations handouts and other related materials as well as printing binding and collating of materials. 

• Support projects as needed for the executives such as employee rewards programs and the creation of functional org charts. 

Event and Project Management: 

• Plan coordinate and fully execute logistics for team and leadership meetings and events. 

• Coordinate conference/meeting room setups order catering and make logistical arrangements. 

• Support the leadership team on ad hoc projects and track open issues to closure. 

• Organize key staff events such as All Staff meetings and bi-annual reviews. 

Team Collaboration: 

• Collaborate with key leaders to ensure timely delivery of their commitments and manage agendas for key meetings. 

• Establish and maintain effective and cooperative professional relationships with all levels of management employees and outside clients. 

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

**This role is not eligible for immigration/sponsorship (including H1B OPT STEM EAD etc)**

Qualifications :

Basic Qualifications:

• Minimum of 6 months of work experience or a Bachelors Degree

Preferred Qualifications:

• 2 or more years of work experience
• 8 years of administrative experience preferably in a global public company.
• Experience supporting executives in a fast-paced and demanding work environment.
• Proficiency with Microsoft Office products (Excel PowerPoint Word Outlook) Workday experience is a plus.
• Demonstrated professionalism discretion and experience handling highly confidential information.
• Proactive and solution-oriented mindset with a focus on adding value and assisting the team.
• Ability to multitask prioritize work efficiently and maintain strong attention to detail.
• Self-starter capable of working with minimal supervision.
• Strong communication and collaboration skills with the ability to interact effectively with a diverse range of people and job functions.
• Excellent judgment in setting priorities and interacting with internal and external contacts.
• Ability to anticipate the needs of the executive and team.
• Ability to work well under pressure and meet tight deadlines.
• Excellent verbal and written communication skills.
• Strong focus on customer service with a team player mentality and collaborative approach.

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 74400.00 to 105250.00 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 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