Sr Executive Administrator

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 first 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.

Job Description

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, strategic priorities, expenses, travel, logistics, technical support, communications, internal mentoring, and client support.

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, strategic priorities, expenses, travel, logistics, technical support, communications, internal mentoring, and client support.

Responsibilities include:

Calendar Management

The successful candidate will be responsible for the design, implementation, and ongoing daily management of a user-friendly, modern, and structured strategy and program for high-performance schedule management. This includes:

Daily and ongoing calendar management of near-term and far term plans and dedicated work timePopulate calendar contents and ensuring meeting agendas are prepared in advance of meeting, and follow up meetings are booked

Establish a meeting and time prioritization and management process and supporting routines – annually, quarterly, monthly, weekly, daily

Adjust or prioritize schedules based on last-minute changes

Manage and systematically prioritize the list of meeting requests, updated and shared daily

Develop a clear process for triaging schedule-related items

Solve scheduling conflicts while protecting focused work timeVigilantly organize re-occurring meetings and their frequency.

Ensure proper materials are prepared in advance of a meeting (agenda, background notes, etc.)

Prioritize needs (emails, calls, meetings, executive work time), sensitive matters, and managing information flowAct as the point of contact, screening calls, and taking detailed messages

Screen incoming calls and correspondence and respond independently when possible.

Proactive planning and forward thinking, clear on actions taken and those that face delays

Anticipate needs and block time for routine and annual events without promptsBudget Management (AOP season, monthly deadline approvals)

Mid and End of Year Reviews, Calibration, etc.

Market and client visits

Aggregate and dispatch on action items following a task meeting

Meeting ownership of:1.  Weekly Leadership Team Stand Up Meeting

2. Power Hour Meetings (twice weekly)

Advocate for the Global Data Office while diplomatically finding mutually acceptable terms for arrangements

Administrative Excellence

The successful candidate will demonstrate administrative excellence and support Global Data Office initiatives. Some examples include:

Partner with internal and external contacts for a high-quality scheduling experience

Routinely update Global Data Office Executive Assistants on best practices, updates, useful tools and cascading messages or calendar updates

Lead by example a reliable source to share best practices, grow skills through 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

Manage multiple distribution lists and key groups

Responsible for key team admin, including but not limited to:Workday Mass Updates

Personal Time Off Tracking

Key documents for the Global Data Office Executive Admin and Operations Lead

Organize delegate coverage and planning handoff during absences for seamless support to the Chief Data Officer

Financial Management

Accountable for the Chief Data Officer’s expenses and reporting (on time and complete)Reported thoroughly and in a timely fashion

Handling group Global Data Office expenses (as the USD card owner)

Compliance with Visa’s internal policies

Accountable for Global Data Office team recognition and milestones'Visaversary' Calendar

Gift purchasesBirths, deaths, life milestones

Negotiate and problem solve with external partners and suppliers

Support 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/Microsoft Teams

Travel & Logistics

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

collect quotes and preparing summary of options

Note: some reporting likely to be received in hard copy

Organize, (unprompted) workspace & room booking when principal is traveling

Maintain a highly productive partnership with the Chief of Staff and Sr. Executive Administrator for Global Data Office Operations, including but not limited to SVP international travel planning

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

Arrange catering and meal planning for individuals and groups

Prepare support requests and triage to for the Chief Data Officer 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 Executive IT

Anticipate needs and mitigate prior to issues arising or escalating

Act as remote office manager, equipping Chief Data Officer’s remote office with supplies – as needed

Communications & Administrative Management:

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

Take minutes and notes during a meeting, then holding those committed to action items accountable.

Anticipate what information needs to be cascaded in a timely manner to the Chief’s Leadership Team or other key stakeholders

Prepare and support of eventsLiaise with hosts, plan logistics and details in advance, during, and after event

Records management and filing systems for historical reference and speedy retrieval

Transpose handwritten notes into Word, Excel, and PowerPoint

Gather, organize, and format materials in advance of meetings

Use templates, formatting guidelines, and corporate standards

Operate with internal compliance and internal policies

Onboarding new direct reports to the Chief Data Officer and in the Global Data Office

Update team organizational charts

Draft basic correspondence letters of thanks and outreach

Research, compose summaries, and prepare reports, advise and make recommendations

Client Support

Professional and reliably speedy responses to internal and external requests

Discerning judgement and support for VIP guests and clientsHospitality, travel, and accommodation logistics

Confidently manage contact information and detailsContact names and coordinates

Vacation message mailing list.

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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