Executive Administrator at Visa

Principle Responsibilities/Key Results Area

Executive Assistant:

• To answer incoming telephone calls for the GCM assisting with caller enquiries where possible.  
• To take clear and concise messages and pass on to the relevant parties in a timely manner.  
• To ensure adequate telephone cover during absence of the GCM.
• To assemble and provide administrative support to the GCM office.
• Organization of the daily schedule for the GCM to ensure the most effective use time.  
• Ensure all internal and external meeting requirements are met.
• Sort, prioritize and where possible delegate and distribute GCM incoming mail in a timely manner, ensuring that urgent matters are dealt with in his/her absence.  
• To redirect misdirected mail.
• Book and co-ordinate local, regional, and international travel arrangements within tight deadlines for the GCM.
•  Compile itineraries and liaise with regional offices to ensure business trips run smoothly. 
• Prepare correspondence, documents, and presentation materials. Drafting of correspondence if necessary, and ensuring response is sent in a timely manner.
• If required, translate letters or any other documents received by GCM Manager from clients or other stakeholders.
• Provide documents and files to the GCM in preparation for meetings.
• To ensure the smooth circulation of all internal communications.
• To provide a comprehensive secretarial service to the GCM through the typing of letters, memos, reports, and presentations which always require a professional product.
• Handling of expense claims for GCM potentially other key members of staff

Set up and ensure regular Direct Report meetings:

• Liaison with Leadership and International staff daily and extensive liaison with other departments within Visa
• Aid the GCM with private and confidential, and personal arrangements, if required
• Input client contact data and maintain accuracy thereof

Liaising and Coordinating:

• Co-ordinate with other VISA departments to successfully implement various activities across the business
• Co-ordinate and organize various meetings and offsites
• Coordinate, organize and maintain the budget for the meetings
• Work closely with all business functions internally and co-ordinate appropriate meetings with clients and information management
• Raise purchase requisitions and purchase orders and ensure swift payment of invoices

Corporate Hospitality:

• Organize and execute events related to corporate hospitality in the relevant markets.
• Manage, forecast, and update event planner reports.
• Budgeting, costing and coordination with internal event management department.

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

General:

• Ensure all SSA departments are fully informed of actions that may affect them, support their objectives and business plans, and seek to resolve conflicts which might occur. 
• Establish, maintain, and develop good relationships with SSA and CEMEA colleagues 

Key Competencies:

• Ability to recognize potential issues as they arise and escalate appropriately
• Project management experience and able to work as part of cross regional team
• Excellent organizational skills
• Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy and detail
• Self-motivated and able to use own initiative
• Excellent quantitative analytical skills
• Excellent written and verbal communication skills
• Excellent persuasive and presentation skills
• Multicultural sensitivity and interpersonal relationship management skills are essential including the ability to work effectively as part of a team
• Must be comfortable working in a fast paced, hands-on, growth orientated work environment

Qualifications:

Required Experience (education, skills - professional/technical/business):

Skills - Professional/Technical/Business:

• Experience working in a matrix organization
• Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and PowerPoint).
• 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
• Demonstrated ability to multi-task and prioritize work with a strong attention to detail
• Project management experience

Preferred Experience (education, skills - professional/technical/business):

• The ideal candidate will be self-motivated, adept at working independently or in a team on multiple and varied tasks, often under pressure, and capable of working collaboratively with employees from all levels of the organization.
• Corporate experience with a proven track record of managing multiple projects in a complex environment
• Ability to multi-task and able to work with minimal supervision
• Project management skills
• Prior experience organizing and leading meetings
• Experience with creative thinking and solution development
• Excellent time management
• Demonstrated organizational skills
• Fully effective working both independently and within a team
• Intuitive and not afraid to challenge