Executive Administrator-VAS Business Strategy and Operations
Visa, San Francisco, CA, United States
Job Description
This position will support the SVP, Value Added Services Business Strategy and Operations Team. 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 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 time
Populate calendar contents and ensuring meeting agendas are prepared in advance of meetings, 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 time
Vigilantly organize recurring 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 flow
Act 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 prompts
Budget 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
Administrative Excellence
The successful candidate will demonstrate administrative excellence and support the Global Data Office. Some examples include:
Partner with internal and external contacts for a high‑quality scheduling experience
Lead by example a reliable source to share best practices, grow skills through professional development, and adopt new productivity tools
Manage multiple distribution lists and key groups
Organize delegate coverage and planning handoff during absences for seamless support to the supported VPs
Financial Management
Accountable for the expenses and reporting (on time and complete)
Reported thoroughly and in a timely fashion
Handling group expenses (as the USD card owner)
Compliance with Visa’s internal policies
Accountable for team recognition and milestones
Visaversary Calendar
UpLift Awards and Gift purchases
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 logistics
Detailed domestic and international travel
Collect quotes and preparing summary of options
Organize, (unprompted) workspace & room booking when principal is traveling
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 for the VP, Global AI & Data Innovation 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
Communications & Administrative Management
Clear and ongoing, responsive communication with supported VPs on relevant updates, obstacles faced, and developments with impacts and the solutions to overcome
Take minutes and notes during a meeting, then hold those committed to action items accountable.
Anticipate what information needs to be cascaded in a timely manner to the Leadership Team or other key stakeholders
Prepare and support of events
Liaise 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
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 clients
Hospitality, travel, and accommodation logistics
Confidently manage contact information and details
Contact names and coordinates
Holiday message mailing list
This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.
Location: San Francisco only
Qualifications Basic Qualifications
Minimum of 6 months of work experience or a Bachelor's Degree
Preferred Qualifications
2 or more years of relevant administrative or executive support experience.
7 years minimum of relevant experience with increased levels of responsibility
Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, SharePoint and AI tools such as Copilot and ChatGPT.
Strong track record of calendar and schedule management for senior executives in fast‑paced growth environments. Exceptionally organized with dedicated attention to detail and records management.
Professional and diplomatic, with exceptional interpersonal skills.
Confident sending internal communications to large groups and using Group Distribution Lists.
Power user level skills for Outlook and PowerPoint. Working knowledge of Excel.
Fluent in budget management, quarterly deadlines, financial reporting and contract basics.
Experience with internal audits and best practices.
Strong verbal and written skills in English, in particular being clear and concise.
Self‑motivated, self‑starter.
Capable copy editor with excellent grammar and grasp of the English language.
Able to problem‑solve and independently overcome obstacles including last‑minute changes.
Able to meet tight deadlines and work under pressure.
Additional Information Work Hours: Varies upon the needs of the department.
Travel Requirements: This position requires travel 5-10% of the time.
Mental/Physical Requirements: This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.
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, including the requirements of Article 49 of the San Francisco Police Code.
U.S. APPLICANTS ONLY: The estimated salary range for this position is 73,600.00 to 114,300.00 USD per year, which may include potential sales incentive payments (if applicable). Salary may vary depending on job‑related factors which may include knowledge, skills, experience, and location. In addition, this position may be eligible for bonus and equity. Visa has a comprehensive benefits package for which this position may be eligible that includes Medical, Dental, Vision, 401(k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness Program.
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Responsibilities 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 time
Populate calendar contents and ensuring meeting agendas are prepared in advance of meetings, 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 time
Vigilantly organize recurring 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 flow
Act 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 prompts
Budget 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
Administrative Excellence
The successful candidate will demonstrate administrative excellence and support the Global Data Office. Some examples include:
Partner with internal and external contacts for a high‑quality scheduling experience
Lead by example a reliable source to share best practices, grow skills through professional development, and adopt new productivity tools
Manage multiple distribution lists and key groups
Organize delegate coverage and planning handoff during absences for seamless support to the supported VPs
Financial Management
Accountable for the expenses and reporting (on time and complete)
Reported thoroughly and in a timely fashion
Handling group expenses (as the USD card owner)
Compliance with Visa’s internal policies
Accountable for team recognition and milestones
Visaversary Calendar
UpLift Awards and Gift purchases
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 logistics
Detailed domestic and international travel
Collect quotes and preparing summary of options
Organize, (unprompted) workspace & room booking when principal is traveling
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 for the VP, Global AI & Data Innovation 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
Communications & Administrative Management
Clear and ongoing, responsive communication with supported VPs on relevant updates, obstacles faced, and developments with impacts and the solutions to overcome
Take minutes and notes during a meeting, then hold those committed to action items accountable.
Anticipate what information needs to be cascaded in a timely manner to the Leadership Team or other key stakeholders
Prepare and support of events
Liaise 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
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 clients
Hospitality, travel, and accommodation logistics
Confidently manage contact information and details
Contact names and coordinates
Holiday message mailing list
This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.
Location: San Francisco only
Qualifications Basic Qualifications
Minimum of 6 months of work experience or a Bachelor's Degree
Preferred Qualifications
2 or more years of relevant administrative or executive support experience.
7 years minimum of relevant experience with increased levels of responsibility
Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, SharePoint and AI tools such as Copilot and ChatGPT.
Strong track record of calendar and schedule management for senior executives in fast‑paced growth environments. Exceptionally organized with dedicated attention to detail and records management.
Professional and diplomatic, with exceptional interpersonal skills.
Confident sending internal communications to large groups and using Group Distribution Lists.
Power user level skills for Outlook and PowerPoint. Working knowledge of Excel.
Fluent in budget management, quarterly deadlines, financial reporting and contract basics.
Experience with internal audits and best practices.
Strong verbal and written skills in English, in particular being clear and concise.
Self‑motivated, self‑starter.
Capable copy editor with excellent grammar and grasp of the English language.
Able to problem‑solve and independently overcome obstacles including last‑minute changes.
Able to meet tight deadlines and work under pressure.
Additional Information Work Hours: Varies upon the needs of the department.
Travel Requirements: This position requires travel 5-10% of the time.
Mental/Physical Requirements: This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.
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, including the requirements of Article 49 of the San Francisco Police Code.
U.S. APPLICANTS ONLY: The estimated salary range for this position is 73,600.00 to 114,300.00 USD per year, which may include potential sales incentive payments (if applicable). Salary may vary depending on job‑related factors which may include knowledge, skills, experience, and location. In addition, this position may be eligible for bonus and equity. Visa has a comprehensive benefits package for which this position may be eligible that includes Medical, Dental, Vision, 401(k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness Program.
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