Executive Assistant, NA Operations

We are hiring a highly organized and efficient administrator to join our North America Executive Office team to provide general administrative support. This role is ideal for someone who wants broad exposure to the inner workings of a Regional Executive office, delights in organization and logistics, and is interested in growing their executive administrative and business acumen. Their primary stakeholders will be the NA Head of Business Operations, NA Chief of Staff, Regional President’s Senior Executive Administrator and the Executive Assistants of the North America Leadership team.

Key Responsibilities:

• Establish and maintain effective and cooperative professional business relationships with all levels of management, employees, and outside contacts. 
• Handle all materials with the highest levels of discretion and professionalism
• Perform team support duties including ordering office supplies, booking meeting rooms, and updating distribution lists.  
• Maintain Regional President’s content management system: organize weekly and key workstream folders, upload files, and maintain efficient structure for quick access to information
• Coordinate on-site client meetings in Mission Rock as the primary point of contact for non-SF Sales teams and Executive Assistants, responsibilities may include reserving conference rooms, arranging catering, managing building access and guest Wi-Fi, printing materials, escorting guests, and ensuring IT support
• Plan and execute Regional President’s client dinners and marquee client gifts
• Maintain spreadsheets of key client contacts for routine and crucial communications in partnership with NA Chief of Staff and Events teams.
• Coordinate North America Leadership Team onsite and offsite logistics, including conference rooms, catering, team dinners/events, hotel suggestions, ensuring IT support, and other logistical arrangements. 
• Manage and maintain the North America Leadership Team meeting calendar, Outlook events, and milestone recognitions program 
• Serve as designated backup to the Regional President’s Senior Executive Administrator.
• Manage calendar, appointments, and travel for Head of North America Business Operations and NA Chief of Staff as required.
• Provide site support for team activities such as group meetings and team outings. 
• Coordinate on-boarding of new employees.
• Working with facilities to assist with space management, workspace move requests and submit facilities work orders.
• Coordinate and prepare agendas, materials, and minutes for meetings, conferences, and events.
• Assist with travel arrangements for visiting team members.
• Assist with developing and updating PowerPoint presentations, Excel spreadsheets, and other charts and documents in support of team activities.
• Be available to provide last-minute assistance with administrative tasks as needed.
• Adapt to changing priorities and support both operational and event-related activities.
• Act as a liaison, problem solver, and facilitator for the department. 
• Provide support for misc. projects and initiatives.
• Manage and maintain department T&E budget and expense reports.  
• This role will require occasional off-hours work and responsiveness, as well as occasional errands.

 

This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.

Basic Qualifications:

• 5 or more years of relevant work experience with a Bachelors Degree or at least 2 years of work experience with an Advanced degree (e.g. Masters, MBA, JD, MD) or 0 years of work experience with a PhD
• Must be located in San Francisco

Preferred Qualifications:

• 6 or more years of work experience with a Bachelors Degree or 4 or more years of relevant experience with an Advanced Degree (e.g. Masters, MBA, JD, MD) or up to 3 years of relevant experience with a PhD
• 2.5+ years of administrative experience supporting senior executives.
• Experience in event planning and/or project coordination experience.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and problem-solving skills.
• Ability to work independently and collaboratively with minimal supervision.
• Attention to detail and accuracy.
• Friendly, approachable, team-oriented, culture builder and able to create a welcoming environment .
• Flexibility and adaptability to changing priorities and deadlines.
• Must be proficient in Microsoft Office and other relevant software. Fluency in M365 Copilot and Power Automate is a plus.

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

Visa will consider for employment qualified applicants with criminal histories in a manner consistent with applicable local law, including the requirements of Article 49 of the San Francisco Police Code.

U.S. APPLICANTS ONLY: The estimated salary range for a new hire into this position is 129,200.00 to 187,350.00 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. 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.