Executive Assistant

Job Description

Team Summary

The administration team is the backbone of any organization, providing essential support and coordination for all its departments. My team manages a variety of tasks including resource allocation, facilities management, IT / HR & leadership support, ensuring the smooth operation of the company's daily activities. We serve as the glue that holds the different parts of the organization together, facilitating communication, implementing policies, and maintaining organizational structure.

In terms of adding value to Visa, the administration team plays a critical role. Not only do we enhance efficiency by streamlining operations and reducing downtime, but we also contribute to a more productive workplace ensuring that all departments have the resources and support they need to function optimally. Through our work, the administration team indirectly impacts on customer satisfaction and the company's bottom line. We are instrumental in creating an environment conducive to innovation, productivity, and growth.

What an Executive Administrator does at Visa :

• Office Key Control - Monitoring visitor access for security by adhering to procedures and controlling access via the reception desk.
• Onsite IT Support - Acting on behalf of the IT team to re-image old laptops, install new ones, manage PC-related accessories, and keep track of asset logs. Also, the maintenance of VR equipment in the meeting room.
• Maintenance of Office Equipment - This includes printers, shredders, lighting, air conditioners and firefighting systems.
• Office Supplies - Procuring stationery, pantry supplies and employee individual requirements.
• Administrative Tasks - Managing calendars, scheduling appointments, sorting and distributing mail, and maintaining the client database.
• Mailing Distribution - Arranging couriers and handling customs clearance for international packages.
• New Employee Onboarding - Preparing for the arrival of new employees.
• Corporate Event Planning and Support.
• Storage Room - Controlling inventory.
• Local Vendor Management and PO exempt procurement.
• Building / Facility Coordination - Includes conducting fire drills every quarter, regular maintenance of building equipment on a monthly, quarterly, and annual basis.
• Emergency Contact - Providing immediate response in times of emergency.
• Building Access - Managing access applications for vendors cargo delivery.
• Server Room support – Regular server room maintenance, monitoring and responding to server room alerts.
• Coordinate assignments among Regional and different markets.

Why this is important to Visa

This role is crucial to our company, as it ensures the smooth functioning of our daily operations. By taking care of administrative tasks, IT support, and facility coordination, this role maintains an environment that allows all other departments to focus on their core responsibilities. This results in increased productivity, efficiency, and overall organizational success.

For the candidate, this role offers the opportunity to become an integral part of the organization and contribute significantly to its success. They will be able to develop a wide range of skills, from technical IT knowledge to organizational and people management skills. They will be at the heart of the company's operations, with their work touching every aspect of the business.

The achievements in this role have a direct positive impact on our business, as improved efficiency and productivity ultimately lead to better results and customer satisfaction. Our stakeholders benefit from the assurance of a well-run organization, where administrative and logistical tasks are managed efficiently and effectively.

Moreover, by ensuring a well-coordinated, safe, and inclusive work environment, this role also contributes to the betterment of our community. The regular maintenance of facilities, adherence to safety protocols, and active role in onboarding and event planning all contribute to creating a workplace that respects and values its employees.

Qualifications

Qualifications

What will also help :

Previous experience in a global or multinational company.

Certifications in office management, IT support, or related fields.

Experience in implementing environmentally friendly or sustainable practices in the office.

Projects you will be a part of :

In this role, you will not just be filling a position – you will become the pivotal axis around which the entire organization operates smoothly. You will have the opportunity to flex your administrative and technical muscles, using your skills to ensure that our dynamic teams have everything they need to succeed.

This role is exciting because you will be at the heart of the action, taking on a variety of challenges and responsibilities that will allow you to make a real, tangible difference in our organization. You'll be the one ensuring our IT systems are running smoothly, our facilities are well-maintained, and our staff are well-equipped and motivated.

In this role, you won't be just doing a job but building a rewarding career where your contributions are valued and recognized. You'll be part of a vibrant, fast-paced environment where every day brings new challenges and opportunities for growth. You'll be making a significant impact not only on our business but on our stakeholders and our community as well. This is an opportunity to do work that is exciting, meaningful, and truly makes a difference.

Additional Information

Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.