Executive Administrator

Visa; Austin (TX); On-site; USD 66,000 - 103,000; Full time

Job summary

Visa is seeking an Executive Administrator to provide direct administrative support to People Team Leaders and other team members. This role handles highly confidential information and requires broad policy knowledge.

You will manage calendars, travel, expenses, and internal communications across multiple time zones, while maintaining meticulous attention to detail. Ideal candidates will have 2+ years of experience, strong MS Office skills, and a proactive, discreet mindset.

Qualifications

• Must have a high school diploma or equivalent or relevant work experience.
• Experience supporting executives in a fast-paced environment with complex calendaring.
• Proven discretion and ability to handle highly confidential information.
• Proactive, solution-oriented mindset with strong attention to detail.

Responsibilities

• Manage complex calendars, communications, and activities for leaders and teams.
• Process expense reports and organize travel as needed.
• Facilitate effective internal communications across the organization.
• Plan events and meetings, coordinating with other assistants across time zones.
• Support Vice Presidents and senior leaders, with proactive problem solving.
• Leverage AI tools to drive efficiency and improve processes.

Skills

Calendar management

Travel coordination

Executive support

Communication skills

Discretion & confidentiality

Education

High School diploma

Tools

Microsoft Office Suite

SharePoint

Copilot

ChatGPT

Concur

Navan

Job description

About Us

Visa is a world leader in payments technology, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories, dedicated to uplifting everyone, everywhere by being the best way to pay and be paid.

About Us

Visa is a world leader in payments technology, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories, dedicated to uplifting everyone, everywhere by being the best way to pay and be paid.

At Visa, you'll have the opportunity to create impact at scale — tackling meaningful challenges, growing your skills and seeing your contributions impact lives around the world.

Join Visa and do work that matters – to you, to your community, and to the world. Progress starts with you.

Job Description

The Executive Administrator provides direct administrative support primarily to People Team Leaders within Visa as well as general assistance to other team members. This position handles details of a highly confidential and critical nature and requires a broad working knowledge of departmental and company policies and practices.

As an individual contributor with a primary focus on execution, the Executive Assistant independently solves a range of straightforward and complex problems, analyzes possible solutions using standard procedures, and receives a moderate level of guidance and supervision.

• Manage complex calendars, communications, and activities for assigned leaders and/or teams, ensuring priorities are met and schedules are optimized.
• Process expense reports and organize travel as needed for assigned leaders.
• Facilitate effective internal communications within the team and across the organization.
• Maintain meticulous attention to detail to prevent errors that could impact the department.
• Collaborate and coordinate efficiently with colleagues across multiple time zones, adapting to tight deadlines and high-pressure situations.
• Work effectively with a large, diverse team, adapting communication and collaboration styles to various personality types and organizational levels.
• Plan ahead and anticipate potential challenges, ensuring seamless execution of tasks and activities.
• Organize events and meetings, partnering with other team assistants as appropriate to ensure successful outcomes.
• Demonstrate strong problem-solving skills, recognizing patterns, and utilizing information to inform decisions.
• Proactively seek clarification and ask questions to ensure thorough understanding of assignments and expectations.
• Provide dedicated support to middle and upper-level leaders, including Vice Presidents, and, as required, to larger teams in addition to individual executives.
• Stay current with evolving technologies, leveraging available tools—including AI—to drive efficiency and continuously improve processes.

Visa requires at least 3 days in office, expectations of these days will be confirmed by your Hiring Manager.

Qualifications

Basic Qualifications

• Must have a High School diploma or equivalent or relevant work experience

Preferred Qualifications

• 2 or more years of work experience
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, SharePoint; AI tools such as Copilot and ChatGPT; travel tools such as Concur and Navan.
• Experience supporting executives in a fast-paced and dynamic work environment, including heavy and complex calendaring and organization of travel and expenses.
• Proven professionalism, discretion, and ability to handle highly confidential information.
• Proactive, solution-oriented mindset with a strong “can-do” attitude and eagerness to add value.
• Demonstrated ability to multitask, respond quickly and efficiently to changing needs, and effectively prioritize work with strong attention to detail.
• Self-starter who is comfortable working independently with minimal supervision.
• Excellent verbal and written communication skills, with the ability to communicate and collaborate effectively with a diverse range of individuals and teams.
• Strong judgment in setting priorities and interacting with both internal and external stakeholders.
• Ability to anticipate the needs of executives and team members.
• Composed and effective under pressure, with a proven ability to meet tight deadlines.
• Customer service-oriented, team player mentality, with a collaborative approach.

U.S. APPLICANTS ONLY: The estimated salary range for this position is 66,200 to 102,900 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.

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.

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 protect veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with the EEOC guidelines and applicable local law.