Executive Assistant – Project Coordinator

Visa is a world leader in digital payments, facilitating more than 215 billion payments transactions between consumers, merchants, financial institutions and government entities across 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.

When you join Visa, you join a culture of purpose and belonging – where your growth is priority, your identity is embraced, and the work you do matters. We believe that economies that include everyone everywhere, uplift everyone everywhere. Your work will have a direct impact on billions of people around the world – helping unlock financial access to enable the future of money movement.

Join Visa: A Network Working for Everyone.

If you think you could support Visa as an Executive Assistant – Project Coordinator, we want to hear from you – together, let’s make Visa a great place to work.

About our Team

The Global Client Team supports some of Visa’s largest global financial institutions and processors. The Global Client Team is responsible for increasing Visa’s strategic value to our clients, growing client and Visa revenue, building processes to support a “white glove” client management approach, and strengthening executive relationships by enabling strategic growth opportunities through Visa’s Global Account Executives. The team regularly collaborates with business leaders across the globe and within every functional team at Visa.

What's it all about?

• This is an individual contributor role reporting to the VP, Global Client Strategy & Operations and supporting the Global Client Director for a signature global account
  
• Support the Global Client Director of a signature global account in an Executive Assistant capacity. Duties may include:
  • Calendar Management: Manage complex calendars and schedules, including scheduling meetings and conference calls, and resolving scheduling issues in multiple time zones
  • Meetings and Events Support: Manage internal and external client meetings including travel, room bookings, AV needs, catering, and meeting planning activities such as agenda coordination, pre-read consolidation, printing and binding materials, and action follow-ups. Manage corporate events such as client events, team appreciation events, or client hospitality events
  • Expense Management: Provide Purchase Order and Invoice support to broader team and global client team across regions
  • Liaison: Coordinate executive communications, including taking calls, responding to emails and interfacing with clients. You’ll establish and maintain relationships with external business partners, including several levels of management, Visa employees and Visa clients
  • Team Organization and Recordkeeping: Maintain team process documentations, distribution lists, assets library and message archives in accordance with records management requirements
  • Preparing Presentations and Documents: Provide support for reports, projects, presentations, and initiatives as requested for team members and industry partners
  • Problem Solver: Effectively and successfully respond to business challenges and opportunities
  • Follow-Up: Successfully track open issues and follow-up on items that require closure, be adept managing up and downstream to ensure deadlines are met
  • Be highly proactive providing a day ahead, week ahead, month ahead overview, take ownership to anticipate needs and ensure a smoothly functioning office and team cadence.

• Support key Global Client team initiatives, playing a part as a project coordinator. Duties may include:
  • Project Coordination and Communication: Perform project planning and scheduling, manage tasks and coordinate project resources to meet objectives and timelines. Assist with coordination of RFP timelines, meetings and actions and continue to update team on status
  • Stakeholder Engagement Coordination: Keep track and update team on global executive client engagement with key executive stakeholders including ensuring briefing documents are sent out on time and feedback/meeting outcome received
  • Meeting Planning and Coordination: Proactively managing and coordinating recurring and ongoing activities including all-hands meetings, department leadership team meetings, organization charts, time off calendar, and other activities that require participation across the department leadership team
  • Follow-up: Ensuring the team completes deliverables and updates in a timely fashion for artifacts such as annual account plans, quarterly executive updates, etc.
  • Special projects as needs arise

• Bachelor’s degree or equivalent work experience OR extensive experience within a PA/EA role .

• A skilled communicator able to combine discretion with poise and professionalism in all communications, fluent in English written and verbal communications, comfort and confidence engaging Executives in person and via email.

• A relationship builder with exceptional interpersonal skills with a friendly and professional demeanour able to learn a new organization and operate effectively and efficiently to get things done.

• A trusted partner able to uphold a strict level of confidentiality and treat confidential material and processes appropriately.

• Effective leadership qualities and ability to influence effectively without direct management authority.

• Customer service-focused with ability to work well collaboratively with others and under pressure.

• Strong organizational, project management and problem-solving skills. Ability to multi-task, assist multiple team members at the same time, prioritize work effectively, anticipate and resolve problems before the escalate, and with attention to detail.

• Proficient in Microsoft products including PowerPoint, Excel, Word and Outlook.

• Comfortable with the flexibility required of a global role which may require meetings and support outside normal business hours.