Administrative Assistant & Sales Support

Visa is a world leader in payments and technology, with over 259 billion payments transactions flowing safely between consumers, merchants, financial institutions, and government entities in more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable, and secure payments network, enabling individuals, businesses, and economies to thrive while driven by a common purpose – to uplift everyone, everywhere by being the best way to pay and be paid.

Make an impact with a purpose-driven industry leader. Join us today and experience Life at Visa.

What an Administrative Assistant & Sales Support does at Visa:

The Administrative Assistant and Sales Support will report directly to Country Manager of Mongolia and be based at the UB office. A position summary of the role is as follows.

• Provide broad-based administrative support to Country Manager of Mongolia to meet organizational business goals and objectives in accordance with company policies, guidelines and procedures.
• Manage all operational aspects related to our corporate facilities.
• Support ad-hoc projects including but not limited to providing administrative support with marketing/corporate events, company offsite etc.
• Handle confidential and critical tasks that require understanding of functional requirements as well as company policies and guidelines.

Receptionist Responsibilities

• Serves visitors by greeting, welcoming, and directing them appropriately
• Manage security access by following procedures, monitoring visitor logbook, and issuing visitor badges
• Answer phone calls, transfer calls or take message as appropriate
• Maintain reception area and all common areas in a clean and tidy manner at all times
• Receive, sort, distribute and dispatch daily mails
• Assist the HR team with onboarding and offboarding processes

Office Management

• Independently perform support functions, including scheduling onsite as well as offsite meetings, handling all related logistics and hosting visitors
• Manage meeting room availability and set-up, monitor to ensure proper functioning of equipment at meeting rooms. Support with ordering catering, and assist in preparation of meeting materials as necessary
• Oversee office services like cleaners and maintenance service providers
• Provide team support for ad-hoc projects and be able to prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Office facilities management including but not limited to the ordering of office supplies (stationery/pantry supplies) and handle office invoices and payments
• Assist in tracking and reconciling expense and purchase order workflow to ensure reports are prepared and submitted on a timely basis
• Keep detailed and accurate records of office inventory and assets including equipment, wireless devices, and furniture
• Take ownership of a variety of tasks that need to be performed on a routine basis (for example, records management and maintenance of Shared Drive)
• Security access management and act as primary contact point for facilities and building management and closely partner with internal Global Security team and play an active role in Crisis Management team

Business Sales Support

• Maintain and update clients contact register
• Make entertainment (lunches, dinners) reservations on behalf of the team members/overseas visitors
• Support local team in the development/implementation of corporate events
• Help Mongolia Team with arranging meetings and contacting with clients and Visa teams.

This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.

The ideal candidate is detail oriented, organized, enjoys learning new things and able to adapt in a fast-paced environment.

• Higher Diploma in Secretarial with 5 to 8 years of relevant office management experience in MNC environment supporting a team size of 10 to 30 employees
• Exceptional organizational skills, able to multi-task and prioritize work with strong attention to details
• Experienced in complex travel management and event management
• Self-starter, comfortable working independently and able to work collaboratively with a variety of team members including cross-geographies teams at all levels
• Ability to identify opportunities to improve existing processes that result in enhanced team productivity
• Ability to maintain professionalism and confidentiality when dealing with sensitive information and business matters, particularly in any written communication
• Excellent verbal and written communication skills both in Mongolian and in English
• Possess high learning agility
• Proficient in Microsoft PowerPoint, Excel, Word and Outlook
• Independently perform support functions, including scheduling onsite as well as offsite meetings, handling all related logistics and hosting visitors

What will also help:

• A team player who possess a positive, proactive “can do” attitude
• A creative problem solver that anticipates the needs of the team

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.