Executive Assistant London, England
Job 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.
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
Experienced in prioritizing needs (emails, calls, meetings), sensitive matters, and managing information flow
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 relevant updates, obstacles faced, and developments with impacts and the solutions to overcome
Strong verbal and written skills in English, in particular being clear and concise
Capable copy editor with excellent grammar and grasp of the English language
Skilled at taking minutes and notes during a meeting, then holding those committed to action items accountable.
Take meeting notes without being prompted
Able to anticipate what information needs to be cascaded in a timely manner to the VP’s Leadership Team or other key stakeholders
Exceptional records management and filing systems for historical reference and speedy retrieval
Able to rapidly transpose handwritten notes into Word, Excel, and PowerPoint
Confident gathering, organizing, and formatting materials in advance of meetings
Experienced with using templates, formatting guidelines, and corporate standards
Confident operating with internal compliance and internal policies
Responsible for onboarding new direct reports to the team
Responsible for Team Organizational Charts
Experience drafting basic correspondence letters of thanks and outreach
Ability to research, compose summaries, and preparing reports
Over time and exposure, comfortable advising and making recommendations
Internal Leadership
Routinely connect with peer Global Data Office EAs on best practices, updates, useful tools and cascading messages or calendar updates.
Client Support
Professional and reliably speedy responses to internal and external requests.
Confident managing contact information and details
- Demonstrated and sustained record of exceptional organizational and time management skills as well as the ability to multi-task
- Values and exhibits confidentiality and discretion
- Able to meet tight deadlines and work calmly under pressure
- Established track record working cross-functionally, ideally a past role in a matrixed organization
- Self-motivated, self-starter who is able to work with little supervision.
- Can triage and manage competing priorities, without neglecting important, but not urgent items in seasons of high volume or significant change
- Skilled at managing expectations and anticipating needs
- Seeking a technologically savvy individual with an above-average fluency in excel, SharePoint, Teams, and PowerPoint
- Seeking a candidate with an established record handling confidential and sensitive items with discretion
- Able to problem-solve and independently overcome obstacles for informed decision making
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.
