Executive Administrator

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

PRINCIPAL ACCOUNTABILITIES:
Administration
* Ensure a good flow of communication and excellent secretarial and administrative support is provided for the Function Heads
* Work closely with, keep and update list of common stakeholders for close communication: all Executive Assistants, Function Heads, etc across the region and Global
* Organize agendas, briefing papers and any preparatory paperwork
* Sort, prioritize and where possible delegate and distribute incoming mail.
* Handle expense claims
* Prepare correspondence, documents, and presentation materials - adjusting grammar and spelling as appropriate. Drafting of correspondence where possible and ensuring response is sent in a timely manner
* Organization of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met. Forward planning of itineraries and travel schedules to make certain timings and trips are feasible
* Ensure the smooth running of the FHs office in their absence. Keep in close communication with the FHs when they are travelling and dispatch off any urgent mail that needs attention.
* Ensure all administrative tasks adhere to Visa 's policies and procedures
* Provide documents and files for meetings.
* Coordinate regular meetings with direct reports, monthly management meetings and Quarterly Client and Business Reviews
* Screen incoming calls, fielding calls if appropriate and assisting where possible.
* Liaison with Executive Leadership and Global stakeholders on a daily basis and extensive liaison with other departments within Visa
Travel & Immigration
* Book and co-ordinate travel arrangements within tight deadlines
* Compile itineraries, briefing documents and consult with regional offices to ensure business trips run smoothly.
* Reserving flights and hotels all per Visa T&E policy and other compliance policies
* Organize entry visas for travel and UAE immigration for FH and family & dependents (when necessary)
Corporate Hospitality
* Organizing flights, accommodation, sending out invitations, assisting with visas
* Organize agendas, bookings for business dinners, entertainment for corporate events, assist RSVPs and other correspondence
* Ensuring appropriate approvals are in place for events, register event with Visa online, create SIRAs, set up vendors and POs complete due diligence in time for the event.
* Organize and execute events related to corporate hospitality in the relevant markets.
* Manage, forecast, and update event planner reports.
* Budgeting, costing and coordination with external event management companies.
Teamwork
* The flexibility to liaise with various functions both within Visa and externally to deliver ad hoc projects
* Assist the department with ad hoc admin i.e., Updating contact list, corporate events
* Co-ordinate with other VISA departments in order to successfully implement the country plans.
* Cor-ordinate and champion team training and knowledge sharing
* Maintain team folders and repository of all documents
* Work closely with all business functions internally and co-ordinate appropriate meetings and events with members and information management
* Coordinate, track, and report allocated cost center budgets
* Co-ordinate the preparation of presentations and relevant materials
* Co-ordinate efficient travel arrangements for the FHs
* Prepare weekly and monthly reports as requested by the team
Ad hoc project/research
* Complete ad hoc project/research and presentation work and other relevant initiatives as requested by the management
* Prepare and follow up on internal similar programs
Additional Information
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 ‎2-‎3 set days a week (determined by leadership/site), with a general
guidepost of being in the office ‎50% or more of the time based on business
needs.

Qualifications
* Minimum of ‎7 years' experience in an office support role
* Strong administration and analytical skills
* Experience working in a multinational organization.
* Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy
* Ability to recognize potential issues as they arise and escalate appropriately
* Excellent organization skills, time management
* Excellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management, and other stakeholders
* Customer focused, both internal and external with the ability to build effective working relationships
* Multicultural sensitivity is essential including the ability to work effectively as part of a team
* Exceptional communication skills in person, over email, telephone etc.
* Impeccable English
* 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
* Intuitive and not afraid to challenge
* Knowledge/experience of the CEMEA region would be an advantage
* Self-motivated and able to use own initiative
* Can-do attitude
* Creative problem solver
* System savvy: Oracle etc.
* Superb diary management
* Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and 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.