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Executive Support Specialist

2 months ago

Ashburn, Virginia, United States Visa Full time

Company Overview:
Visa stands as a global frontrunner in the payments and technology sector, facilitating over 259 billion secure payment transactions annually across more than 200 countries and territories.

Our Mission:
We aim to connect the globe through the most innovative, convenient, reliable, and secure payment network, empowering individuals, businesses, and economies to flourish. Our purpose is to uplift everyone, everywhere, by being the premier method for payments.

Role Overview:
The primary responsibility of this position is to deliver comprehensive administrative assistance to the department. This role serves as a key liaison, problem solver, and facilitator for the leadership team and department.

Key Responsibilities:
- Foster and maintain effective professional relationships with all levels of management, staff, and external contacts.
- Provide support for site management and senior leadership, including those visiting the area.
- Execute team support tasks such as ordering supplies, scheduling meeting spaces, processing training registrations, and updating distribution lists.
- Assist in organizing onsite and offsite team meetings and events, including managing logistics such as room setup, catering, and audiovisual needs.
- Offer on-location support for team activities, including meetings and outings.
- Oversee the local snack program, coordinating vendor deliveries and maintaining the station.
- Facilitate the onboarding process for new employees and contractors, including tracking progress.
- Collaborate with facilities management to assist with workspace management and requests.
- Ensure common areas, such as break rooms and meeting spaces, are kept tidy.
- Aid in travel arrangements for visiting team members.
- Support the development and updating of presentations, spreadsheets, and other documentation for team initiatives.
- Assist with various projects and initiatives as needed.
- Create purchase requisitions and support staff with expense reporting and financial inquiries.
- Manage and maintain budget and expense documentation.

Work Environment:
This is a hybrid role, requiring employees to work from the office 2-3 designated days each week, based on business needs.

Qualifications:

  • Minimum of 6 months of relevant work experience or a Bachelor's Degree.
  • Preferred: 2 or more years of administrative experience, including event planning or project coordination.
  • Strong customer service orientation with a professional demeanor.
  • Ability to handle sensitive and confidential information with discretion.
  • Excellent written and verbal communication skills, with the ability to thrive in a fast-paced environment.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint).
  • Experience in calendar management and travel organization is advantageous.
  • Detail-oriented with a proven ability to manage multiple tasks effectively.
  • Demonstrated initiative and organizational skills, with a proactive approach to problem-solving.
  • Positive and energetic attitude that contributes to a collaborative team environment.

Additional Information:
- Work hours may vary based on departmental needs.
- This position may require occasional travel (5-10%).
- The role will be conducted in an office setting, requiring the ability to sit and stand at a desk, communicate effectively, and operate standard office equipment.

Visa is an equal opportunity employer, committed to creating a diverse and inclusive workplace.