Sr Executive Administrator

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Job description

Job Description

The Global Data Office

With data being the fuel that drives our future - our strategies, policies, and business successes around data will define our future growth prospects. Unlocking the value available through the innovative use of data on behalf of consumers, businesses, and communities is key to our future. With our ongoing commitment to Visa's Data Values and the responsible use of data, we at Visa have a bold vision to continue to grow and accelerate our data-related businesses and capabilities.

Led by Visa's Chief Data Officer, the Global Data Office coordinates high-impact, complex, company-wide projects related to data business strategy, critical investments, policy development, and marketplace execution. Working closely with Visa's Chief Privacy Officer, the Technology organization, the wider data community, and the full set of Visa's global lines of business, the Global Data Office is evolving Visa's data-related work with momentum and enthusiasm. Driven by its commitment to trusted use of data, Visa is seeking enthusiastic leaders who are change-agents and passionate about the future of data around the world.

This position will support the SVP, Chief Data Officer in the Global Data Office. Responsibilities include administrative excellence in the delivery and management of scheduling, expenses, travel, logistics, as well as technical support. To excel in this role, the individual must be highly structured, extremely methodical and organized, collaborative in workstyle, and thrive with limited supervision.

Responsibilities include:

Calendar Management

The successful candidate will be responsible for the ongoing daily management of structured tools for high-performance scheduling. This includes:

Daily and ongoing calendar management of near-term, longer-term, and dedicated work timeEstablish a meeting and time prioritization management process and supporting routines

Manage and systematically prioritize the list of meeting requests using measures and metrics to inform weekly planning

Develop a clear process for triaging schedule-related items

Anticipate needs for routine and annual events without prompts

Solve scheduling conflicts while protecting focused work time

Proactively communicate actions taken and those that face delays

Aggregate and track requests that need to be actioned, including reading materials

Administrative Excellence

The successful candidate will demonstrate administrative excellence. Examples include:

Lead by example by sharing best practices, ongoing professional development, and adopt new productivity tools

Act as a trusted advisor and partner to the Chief Data Officer, Chief of Staff, and the Global Data Office Leadership Team

Act decisively and maintain the confidence of stakeholders with prompt and diplomatic responses

Routinely update Global Data Office Executive Assistants on updates, cascading messages, and key scheduling alerts

Manage multiple distribution lists and key groups

Organize delegate coverage and planning handoff during absences for seamless support

Financial Management

Accountable for expenses and timely reporting (on time and complete)

Accountable for Global Data Office team milestones, ordering gifts

Travel & Logistics

Arrange catering and meal planning for individuals and groups

Organize air, ground transportation, accommodations, market office and travel logisticsdetailed international travel

collect quotes and preparing summary of options

Organize workspace & room booking when principal is traveling

Oversee the necessary travel Visa, vaccination, and border/customs entry documents and requirements confirmed in advance

Technical Support

Rapid response and step-by-step instructions for technical support

Anticipate needs and mitigate items prior to issues arising

Communications & Administrative Management:

Clear and ongoing, responsive communication with Chief Data Officer and Chief of Staff on relevant updates, obstacles faced, and developments with impacts and the solutions to overcome

Take meeting minutes, then hold those committed to action items accountable.

Anticipate what information needs to be cascaded in a timely manner to key stakeholders

Records management and filing systems for historical reference and speedy retrieval

Use templates, formatting guidelines, and corporate standards consistently across platforms

Draft basic correspondence letters of thanks and outreach

Client Support

Professional and reliably speedy responses to internal and external requests

Discerning judgement and support for VIP guests and clients

Confidently manage contact information and details

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.

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