Operations and Office Management Coordinator

What is it all about? 

The "Operations and Office Management Specialist" at Visa is a multifaceted role that encompasses assistance, office management, sales support, and internal event planning. In this position, you will be responsible for providing administrative support, managing office operations, assisting in sales-related tasks, and planning internal events. The role is an opportunity to work in a dynamic environment and make a significant impact on the company's operations, while managing a team of 2-3 direct reports.

What we expect of you, day to day.

• Provide administrative support, including managing schedules, arranging domestic and international travel, completing travel expense reports, and managing logistics of travel-related activities.
• Handle expense reports
• Assist with developing and updating PowerPoint presentations, Excel spreadsheets, and other charts and documents in support of team activities.
• Manage and drive client-related operational tasks, big and small.
• Lead, impact, and support others by sharing your expertise and acting as a coach and mentor where appropriate.
• General office administration including reception duties, organizing and scheduling meetings, managing office supplies inventory, and coordinating with IT on office equipment.
• Manage relationships, onboarding and contracts with vendors, caterers, service providers, and landlords.
• Coordinate with HR and line managers regarding new hires/joiners.
• Maintain a safe and secure working environment and ensure compliance with health & safety regulations.
• Point of contact for Visa Security / Facilities.
• Effectively and successfully respond to problem situations and have the ability to organize and prioritize across competing priorities.
• Provide administrative support for the leadership team.
• Support Regional Sales team with merchandise co-ordination and management of orders and supplies
• Demonstrate comfort with purchase card, Purchase Orders & Invoice support.
• Plan and execute internal events such as company kick-offs, client meetings, and employee events.
• Coordinate logistics, including travel and accommodation for attendees.
• Ensure all events are executed smoothly and within budget.
• Collaborate with various teams and departments to ensure the success of the events.
• Manage a team of 2-3 direct reports, providing guidance and support as needed.
•  Event pre-approval (supported by Strategy Management).
• Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the Visa Leadership Principles.
• Monitor the status of funding, to request additional funds if necessary.

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

What we're after...

• Administrative experience in Office Management or Personal Assistance. 
• Proven experience in event planning and management.
• Strong organizational skills and the ability to manage multiple tasks in parallel.
• Excellent communication and interpersonal skills.
• Ability to work effectively under pressure and meet deadlines.
• Ability to “see the big picture” and operate effectively and efficiently in a challenging, fast-paced environment with little supervision.
• Demonstrated strength in multi-tasking and prioritizing work with a strong attention to detail.
• Customer service-focused with the ability to work collaboratively with others, including interacting with internal and external contacts.
• Must be proactive and solution-oriented, looking for ways to add value and assist the team.
• Advanced MS Office skills and technologically savvy (Word, Outlook, Excel & PowerPoint).
• Ability and openness to actively use different internal systems (e.g. Ariba, Concur, iProcurement, etc) and technology – to complete tasks.
• Swedish and English language is a must
• Flexibility and a professional/approachable appearance and helpful demeanor.
• A positive, upbeat personality and excellent interpersonal communication skills.
• Highest moral and ethical character.
• Discretion combined with poise and professionalism in all communications.
• Capable to keep track of multiple and multi-topic tasks in parallel
 

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.