Sr. Executive Administrator

This position will partner with the Chief Data Officer, while collaborating with a team of Executive Assistants. Responsibilities include administrative excellence in the delivery of calendar management, superior administrative work, travel and logistics, expenses, technical support, communications, and partner support. Predominantly, this is a scheduling-heavy role. 

 

Candidates who thrive in a fast-paced global work environment, can successfully manage competing priorities, work well with short deadlines, follow specific instructions, and diplomatically enforce key calendaring guidelines will find this role rewarding. The role is both fast-paced and methodical, requiring a special set of skills to stay on top of both the urgent and important requests. Exceptional administrative routines and best practices are critical to managing the high volume of requests and ensuring partners are well-informed. Those who enjoy structure, problem solving, learning new skills, communicating and tracking progress are well suited to flourish and succeed in this heavily calendar-focused role. 

 

As this is a hybrid position (in-office 3 days a week, minimum), it is critical the successful candidate be self-motivated, ambidextrous, and extremely well organized to optimize their time with the Executive. Excellent note taking, prioritization, and attention to detail are critical. 

 Essential Functions Calendar Management  The successful candidate will be responsible for ongoing calendar management within a set framework designed by the principal. This requires great attention to detail and creative solutions. They will be expected to use a suite of Excel spreadsheets to record and monitor calendar time management. Success for scheduling includes:  High attention to detail and contents populated in an Outlook calendar. Being actively and fully engaged in managing and finessing a dynamic professional calendar. Ongoing iterative updates to the scheduling is key. This includes comprehensive consideration and action for cascading impacts resulting from changes. Ongoing responsive and proactive methodical daily administration, deploying a dynamic feedback loop on progress and obstacles. Clear communication on actions taken as well as those facing delays, or needing escalation is essential to stay in synch with the executive’s direction and evolving needs In addition to add-hoc requests and routine meetings, calendar blocking is a key essential for: dedicated work, document review, pre-event briefings, and travel time blocks. Solve scheduling conflicts and emerging priorities while protecting blocks. Use the provided Excel-based meeting and time prioritization tracking sheet for scheduling meetings and prioritizing time. This tool is essential for success in the role Ensure proper materials are prepared in advance of the Principal’s meeting (agenda, background notes, etc.)  Act as the point of contact and administrative representative working with peers Administrative Excellence  The successful candidate will thrive when delivering administrative excellence and working with others. Some examples include:  Summarizing complex scheduling questions in brief verbal and written communication Partner with internal and external contacts for a high-quality scheduling experience Have an intellectual interest in the business to anticipate needs and make informed choices  Manage multiple distribution lists and key groups  Organize delegate coverage and planning handoff during absences for seamless support Lead by example as a reliable source to share best practices, grow skills through professional development, and adopt new productivity tools – in particular GenAI, MS Teams, and New Outlook. Travel & Logistics  Organize air and ground transportation, accommodations, market office and travel logistics Collect quotes and preparing summary of options to review with the executive Booking early, within guidelines, and based on consultation with the Executive Check-in and ensure Executive’s personal preferences are accurate for air travel Consulting and collaborating with locally engaged team and colleagues Sending group invites for group meetings and events Detailed international travel planning, including summary planning documents Anticipate needs while traveling, such as booking workspace meeting rooms 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  Expenses Accountable for expenses and reporting (on time and complete) in compliance with Visa’s policies and guidelines Reported thoroughly and in a timely fashion  Managing group expenses (as a USD card owner) for example supplies for a team meeting Accountable for Leadership Team recognition and milestones as well purchases  Negotiate and problem-solve with external partners and suppliers within policy Research, compose summaries, prepare reports, advise and make recommendations  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 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  Liaise with hosts of Executive, 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  Draft basic correspondence letters of thanks and outreach  Partner Support  Professional and reliably speedy responses to internal and external requests  Discerning judgement and support for VIP guests and clients  Confidently manage contact information and details  This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.