Executive Administrator

Visa; Miami (FL); On-site; USD 63,000 - 97,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

FSA/HSA

Life Insurance

Paid Time Off

Wellness Program

Job summary

Visa in Miami, FL is seeking an experienced Administrative Assistant to support the LAC region. The role involves coordinating administrative tasks, managing travel logistics, and handling budgets and vendor relationships with discretion and professionalism.

The candidate should be proficient in Microsoft Office, fluent in English and Spanish (Portuguese a plus), and able to multitask in a fast-paced environment. This on-site role requires 3 days in the office and occasional travel.

Qualifications

• Bachelor's degree or 6 months+ of work experience.
• Strong written and verbal communication in English and Spanish; Portuguese a plus.
• Discretion with confidential information and high level of professionalism.
• Proven ability to manage budgets, expenses, and vendor relationships.
• Proficiency with Microsoft Office Suite (PowerPoint, Excel, Word, Outlook).
• Experience coordinating travel and meetings and handling senior stakeholders.

Responsibilities

• Provide administrative and operational support to the LAC team.
• Coordinate executive communications and internal/external documents.
• Schedule meetings, secure rooms, and manage travel logistics for select members.
• Prepare and submit expenses and track budget variances.
• Maintain organized paper and electronic records per Visa policies.
• Collaborate with marketing, sales, risk, and other teams on projects.

Skills

Communication skills

Multitasking

Office management

Microsoft Office

Education

Bachelor's degree

Tools

PowerPoint

Excel

Word

Outlook

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.

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 Marketing Team is looking for an individual to join us and support our team in the LAC region. The potential candidate will proactively engage with the team members, vendors, and other internal teams in Visa, coordinating all the administrative work and taking lead in task related to our organization.

The role will provide overall administrative and operational support to the team in LAC, ensuring smooth operations of a fast-paced, results-driven team, the potential candidate will also support in the logistics and operations of key LAC region.

Specific responsibilities include,

• Analyze, prepare, and submit work/purchase orders from vendors while maintaining orderly communications with them
• Review finance reports to validate that all expenses match correctly and are properly coded
• Assure compliance of team members' initiatives, including contracts, business cases, travel, and corporate expenses, as per Visa's policies
• Coordinate executive communications, including taking calls, responding to emails and interfacing with our internal clients
• Schedule meetings and appointments, secure rooms and internal spaces for activities
• Book and manage travel logistics, expenses and itineraries for select function members
• Prepare and submit expenses as well as track and report budget variances and updates for the team
• Maintain an organized system of paper and electronic documents as per Visa's records and information management program
• Prepare internal and external documents for the team members in support of function operations
• Prepare insights and decks taking different sources and producing a story line that addresses complex topics simply
• Partner with peers in other functional areas (e.g., marketing, sales, risk, innovation) and across global/regional teams to execute projects in ways that leverage the breadth and depth of Visa's resources
• Facilitate monthly internal meetings and events
• Uphold a strict level of confidentiality

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

Qualifications

Basic Qualifications:

• Associate: Minimum of 6 months of work experience or a Bachelor's Degree

Preferred Qualifications:

• Associate: 2 or more years of work experience
• 5 years of professional experience in a corporate environment
• 2 years of experience as an Executive Assistant,
• Prior experience managing budgets, expenses and vendor relationships
• Experience using Microsoft products including PowerPoint, Excel, Word and Outlook
• Discretion combined with poise and professionalism in all communications
• Must be able to exercise good judgment regarding information which may be confidential
• Must have excellent communications skills both verbal and written in Spanish and English, Portuguese a plus
• Ability to operate effectively and efficiently in a challenging, fast-paced environment.
• Customer service-focused with ability to work collaboratively with others
• Ability to multi-task and prioritize work with attention to detail
• Solid planning, organizational and written and verbal communication skills
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
• Demonstrated ability to anticipate issues that may arise while taking initiative and acting with a high level of sense of urgency

Information for US Applicants

For roles located in the US, the estimated salary range for this position is $62.600,00 to $ 97.200,00 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.

• Medical
• Dental
• Vision
• 401(k)
• FSA/HSA
• Life Insurance
• Paid Time Off
• 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.