Executive Administrator

Job DescriptionAdministrative SupportCalendar Management, Assist in the management of the team’s calendars, including scheduling meetings, conference calls, proactively resolving / rescheduling conflictsExpense Management / Supplies, Process expense reports on behalf of the team, manage purchasing cards, and procurement of supplies, devices and equipment. Provide occasional Purchase Order & Invoice supportMeeting Coordination, Handle room bookings, conference call needs, AV needs and cateringTravel Arrangements,  book/revise flights, manage process to obtain travel visas, hotels, car, etc., place all key travel information on calendar, submit expense reports in a timely manner and manage corporate card billing and reconciliationLiaison, Communicate and collaborate with a broad range of Visa professionals on behalf of the department.  Facilitate and coordinate communications and administrative procedures across the teamEvents and Functional Coordinator,Business Process Support, Support requirements for functional documentation, risk assessments, and other needs to support Audit and Compliance requirements Organization Chart and Headcount Updates,  Lead process to ensure org charts and distribution lists are updatedDocument Support, Prooing and formatting business documents and communications for overall professional writing style and proper grammar.  Support weekly updates on key activities and other communications as assignedEvents Support, Participate in the planning and execution of functional all-staff meetings, employee/Client engagement events, including coordinating logisticsSupport Executive visits to the Region, including coordination of meetings, agendas, briefing packages, and travel logisticsSupport for Functional Training Programs,  support team in communicating/supporting logistics as needed for functional training programs.  Assist in documenting participation in learning programs as neededProject Management, provide project management/coordination support as needed on select projectsThis 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.