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Executive Assistant

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Visa

11d ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
  • London
  • Quick Apply

AI generated summary

  • You must excel in building relationships, time management, problem-solving, and communication. Proficiency in Microsoft Office is required, along with being organized, self-motivated, and detail-oriented.
  • You will manage diaries, coordinate meetings, handle admin tasks, support team culture, facilitate onboarding, prioritize emails, and manage travel and expenses for the VP.

Requirements

  • Proven ability to build credible-long term effective working relationships, both internally and externally
  • Strong time management and organizational skills
  • Approaching problems with a can-do attitude, never believing solutions are impossible to formulate
  • Ability to work in fast-paced environment
  • Proficient with Microsoft Power Point, Excel, Word and Outlook
  • Strong communication, including writing, interpersonal and presentation skills
  • Self-motivated, highly organized and detail oriented
  • Excellent organizational skills

Responsibilities

  • Managing Diary
  • Establish and maintain a sustainable daily, weekly and monthly rhythm
  • Use knowledge and judgement to proactively manage diary clashes
  • Maintain a forward view of diary
  • At the end/ start of each week, ensure the overall week supports the agreed rhythm unless there are exceptional circumstances.
  • Ensure regular meetings are scheduled (and rescheduled) for direct reports and stakeholders
  • Administration
  • Act as a liaison and facilitator and first point of contact
  • Liaise with internal and external stakeholders to arrange meetings, hold dates for events and co-ordinate business as usual activities
  • Manage the Divisional Office e.g., facility issues, lockers, ad hoc issues, stationery orders and Purchasing Card payments
  • Facilitate a seamless and consistent onboarding experience for new team members, ensuring they are well-integrated and equipped with the necessary resources
  • Actively contribute to fostering team culture and community by organizing and participating in various team-building activities and events.
  • Be the business partner to our Facilities partners managing the floor plan / desk families and floor management in the Paddington Office.
  • Emails
  • Prioritize emails/ requests and filter/escalate information as appropriate and email distribution lists.
  • Support Travel and Expenses
  • Action and approve expenses on behalf of the VP.
  • Manage complex travel itineraries for the VP.

FAQs

What is the main function of an Executive Assistant at Visa?

The main function of an Executive Assistant is to provide exceptional administrative support by managing priorities, calendars, travel arrangements, conducting research, organizing team activities, and handling other administrative and project tasks.

What are the key responsibilities related to managing the diary?

Key responsibilities include establishing and maintaining a sustainable rhythm for daily, weekly, and monthly schedules, proactively managing diary clashes, maintaining a forward view of the diary, ensuring regular meetings are scheduled for direct reports, and supporting the overall weekly agenda.

What type of administration tasks will I be responsible for?

Administration tasks include acting as a liaison and first point of contact, coordinating meetings and events with internal and external stakeholders, managing divisional office needs, facilitating onboarding for new team members, and contributing to team culture through organizing team-building activities.

How will I manage emails in this role?

You will prioritize emails and requests, filter and escalate information as appropriate, and manage email distribution lists to ensure effective communication.

What are the expectations for travel and expenses management?

You will be responsible for actioning and approving expenses on behalf of the VP, as well as managing complex travel itineraries.

What qualifications are preferred for this position?

Preferred qualifications include strong time management and organizational skills, the ability to build effective working relationships, proficiency in Microsoft PowerPoint, Excel, Word, and Outlook, and excellent communication skills.

Is this position fully remote?

No, this is a hybrid position, and the expectation for in-office days will be confirmed by your Hiring Manager.

Does Visa offer equal employment opportunities?

Yes, Visa is an EEO Employer and provides consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.

What qualities should an Executive Assistant possess for success in this role?

An Executive Assistant should be self-motivated, highly organized, detail-oriented, and approach problems with a can-do attitude, thriving in a fast-paced environment.

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Visa

Technology
Industry
10,001+
Employees
1958
Founded Year

Mission & Purpose

Visa (NYSE: V) is a world leader in digital payments, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories. Our purpose is to uplift everyone, everywhere by being the best way to pay and be paid.