Executive Administrator - job 1 of 2

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.

Team Summary

Business Planning and Operations team is responsible for the design and implementation of effective commercial strategies and operations to drive revenue growth and expansion of Visa business. To support the goal, we are looking for an Executive Administrator who will be responsible for a smooth and effective office management and administration.

What an Executive Administrator does at Visa:

The Executive Administrator will report directly to the China Office Manager and be based in Beijing. A position summary of the role is as follows.

Executive Support

• Provide broad-based administrative support to the country management team as required to meet organizational business goals and objectives in accordance with company policies, guidelines and procedures.
• Prepare and submit expense reimbursements for senior leaders in compliance with internal policies and procedures.
• Handle confidential and critical tasks that require understanding of functional requirements as well as company policies and guidelines.
• Support ad-hoc projects including but not limited to providing administrative support for corporate events, company offsite etc.

Office Management

• Manage all operational aspects related to our corporate facilities.
• Manage meeting room availability and set-up, monitor to ensure proper functioning of equipment in the meeting rooms. Support with ordering catering and assist in preparation of meeting materials as needed.
• Provide team support for ad-hoc projects and be able to prioritize and manage multiple projects simultaneously and follow up on issues in a timely manner.
• 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).

Business Sales Support

• Supporting the Beijing Innovation Center by scheduling onsite as well as offsite meetings, handling all related logistics and hosting visitors.
• Make entertainment (lunches, dinners) reservations on behalf of the team members / overseas visitors.
• Support the local team on the development / implementation of corporate events.

Why this is important to Visa

You will play a critical role in supporting our management team, ultimately responsible for the smooth operation for the Beijing office. The individual will also collaborate with internal and external partners, as well as third parties, to ensure successful delivery of certain systems and projects.

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.

What you will need:

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

• Independently perform support functions, including scheduling onsite as well as offsite meetings, handling all related logistics and hosting visitors
• Bachelor’s degree with 5 to 8 years of relevant office management experience in MNC environment supporting a team size of 50 to 80 employees
• Great 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
• Possess high learning ability
• Proficient in Microsoft PowerPoint, Excel, Word and Outlook

What will also help:
• A team player who possesses a “can-do” attitude
• A high-energy individual, can work independently and well under pressure
• 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.