Executive Administrator

The role provides direct administrative support to the SVPs Value Added Services LAC as well as general assistance to other team members. This position handles details of a highly confidential and critical nature and requires a broad working knowledge of departmental and company policies and practices.

This role is an individual contributor with a primary focus on execution. This position is at a developing professional level and solves a range of straightforward problems/analyzes possible solutions using standard procedures. This position receives a moderate level of guidance and supervision.

Essential Functions

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

• Perform administrative support duties including but not limited to drafting and typing correspondence making copies preparing binders answering and screening managers phone calls and directing inquiries to the proper party within the team and maintaining and ordering office supplies.

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

• Act as a liaison problem solver and facilitator as the first contact for the senior leader.

• Manage quarterly All Staff and Quarterly Senior Leadership Meetings including logistics agenda/materials onsite support and event management.

• Travel on occasion to manage offsite leadership and client meetings

• Help manage departmental communications to internal key stakeholders collaborating with Corporate Communications and Human Resources.

• Maintain Business Continuity Management contact information. Prepare meeting materials including assisting with the creating of the presentation handouts and other related materials as well as printing binding and collating of materials.

• Coordinate conference/meeting room set-up order catering and make logistical arrangements.

• Assist with developing and updating complex PowerPoint presentations Excel spreadsheets and documents in support of team activities.

• Handle contract management monthly budget tracking (including POs invoices and accruals) and updating and interfacing with accounting as needed.

• Process expense reports and providing general information to incoming calls regarding Accounts Payables Purchasing Travel Policy and Expense Reporting.

• Support projects as needed for senior executive.

• Coordinate and direct the work of other Administrative Assistants/Administrators on functional/regional projects.

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 University (or equivalent) degree in business administration Strong PC skills and proficiency with Microsoft Office Suite products (Excel Outlook Word and PowerPoint). Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusion Must be proactive and solution oriented looking for ways to add value and assist the team Demonstrated ability to multi-task and prioritize work with a strong attention to detail Prior experience organizing meetings Experience with creative thinking and solution development Excellent time management Demonstrated organizational skills Fully effective working both independently and within a team Intuitive and not afraid to challenge

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 this position is 62600.00 to 97200.00 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