Executive Assistant

4 months ago

London, United Kingdom Visa Full time

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**:
The Executive Assistant will support to Global Data Office leaders based in the London office:
1) The Vice President of Global Data Policy/ Governance, and
2) The Vice President of Global Data Solutions - Head of Europe

**Calendar Management**
- Daily and ongoing calendar management of near-term and long-term plans and dedicated work time
- Including, but not limited to: populating calendar contents and ensuring meeting agendas are prepared in advance of meeting, and follow up meetings are booked
- Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes
- Exceptionally organized with dedicated attention to detail and records management (including lists of postponed, cancelled or yet to be scheduled meetings)
- Able to aggregate and dispatch on action items following a task meeting
- Confident acting as the point of contact, screening calls, and taking detailed messages
- Screen incoming calls and correspondence and respond independently when possible.
- Capable of solving scheduling conflicts while protecting focused work time
- Comfortable declining and postponing invitations while managing expectations.
- Professional and diplomatic, with exceptional interpersonal skills
- Proactive in planning and forward thinking, clear on actions taken and those that face delays
- Manage multiple distribution lists and key groups
- Confident sending internal communications using Group Distribution Lists
- Experience with shared Outlook mailbox, Calendar, Contacts, etc.
- Responsible for key team admin, including but not limited to:

- Workday Mass Updates
- Personal Time Off Tracking
- Key documents for Global Data Office Executive Admin
- Able to anticipate needs and block time for routine and annual events without prompts.
- Budget Management (AOP season, monthly deadline approvals)
- Mid and End of Year Reviews, Calibration, etc.
- Etc.
- Organizing to delegate coverage and planning handoff during absences for seamless support
- Meeting ownership (agenda, follow ups) for daily scheduling/priority meetings (or as needed) with each of the two managing Vice Presidents

**Financial Management**
- Accountable for Vice Presidents expenses and reporting (on time and complete)
- Reported thoroughly and in a timely fashion
- Global Data Platforms expenses (USD card owner)
- Compliance with Visa’s internal policies
- Accountable for Global Data Platforms team recognition and milestones
- Visaversary Calendar
- Gift purchases
- Births, deaths, life milestones
- Fluent in budget management, quarterly deadlines, financial reporting and contract basics
- Confident negotiating and problem solving with external partners and suppliers
- Experience with internal audits and best practices
- Supporting key team initiatives, playing a part as a project coordinator.
- Duties may include: support with expanded staff meetings, meeting logistics (both internal and external), presentations, management of shared team information and resources on intranet/portals/Teams

**Travel & Logistics**
- Proficient in organizing air, ground transportation, accommodations, market office and travel logistics
- Experience with detailed international travel
- Confident collecting quotes and preparing summary of options
- Organizing, (unprompted) workspace and room booking when principle is traveling
- Overseeing the necessary travel Visa, vaccination, and border/customs entry documents and requirements confirmed in advance
- Arranging catering and meal planning for individuals and groups
- Able to prepare support requests and triage for VP to arrive at a Visa office and have the necessary support for space, meetings, documents, meals, etc

**Technical Support**
- Rapid response and step-by-step instructions for technical support
- Liaise with Helpdesk
- Anticipate needs and mitigate prior to issues arising or escalating
- Act as remote office manager, equipping VP’s remote office with supplies - as needed

**Communications & Administrative Management**:

- Clear and ongoing, responsive communication with VPs on relevan

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