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Executive Assistant
Ref No.: 18-05111
Location: Palo Alto, California
Position Type:Contract
Administrative support and coordination duties will include, but are not limited to the following:
• Actively managing the SVP’s calendar. In addition to basic scheduling functions, also anticipating and prioritizing the SVP's scheduling needs based on deadlines and deliverables. This will require coordination with leaders and other key stakeholders both internally and externally to the Visa Research organization
• Proactively managing and coordinating recurring and ongoing activities that involve the leaders of the Visa Research organization, including all-hands meetings, department head meetings, organization chart, PTO calendar, and other activities that require participation across the department head leadership team
• Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately
• Proofreading and formatting business documents or broad communications for overall professional writing style and proper grammar
• Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions
o Effective in-person, phone & email presence
• Act as first contact for SVP and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities
• Ability to prepare and effectively manage interactions with SVP
• Ability to decline quickly, simply and professionally
• Understand organization and how to “get things done”
• Effectively and successfully respond to problem situations
• Ability to organize and prioritize across competing priorities
• Prepare “week ahead,” and “day ahead” briefings
• Successfully track open issues and follow-up on items that require closure
• Ability to manage high volume email and synthesize actions needed
• Ability to act quickly, seamlessly and professionally
• Coordinate complex domestic and international travel requirements (itineraries, visas, logistics, etc.)
• Heavy electronic filing, expense reporting & record keeping
• Coordination of high level meetings and events involving multiple external participants
• Demonstrate comfort with purchase card, occasional Purchase Order & Invoice support
Support provided to team members
• Coordinate/Organize visitor meetings – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc.
• Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the professional image of Visa Research
• Management and procurement of supplies
• Provide support to interns/contractors/consultants as needed
• Be available when members of the team are traveling to take messages and communicate requests