Sr. Executive Administrator

Sr. Executive Administrator

Requirements

• Minimum of 6 months of work experience or a Bachelor’s Degree
• Strong verbal and written skills in English, in particular being clear and concise
• Strong track record of calendar and schedule management for senior executives in fast-paced growth environments
• Exceptionally organized with dedicated attention to detail and records management
• Able to problem-solve and independently overcome obstacles including last-minute changes
• Able to meet tight deadlines and work under pressure
• Experience managing a high-volume of requests, tracking details, and working with numerous time zones (use of tools to manage calendar and requests)
• Professional and diplomatic, with exceptional interpersonal and relationship building skills
• Moderate (not beginner) skills for New Outlook, PowerPoint, and Excel
• Fluent in budget management, quarterly deadlines, financial reporting and contract basics
• Self-motivated, self-starter
• Capable copy editor with excellent grammar and grasp of the English language
• Experience with internal audits and best practices

Responsibilities

• Ongoing calendar management within a set framework designed by the principal
• Use a suite of Excel spreadsheets to record and monitor calendar time management
• Ongoing responsive and proactive methodical daily administration
• Clear communication on actions taken as well as those facing delays, or needing escalation
• Calendar blocking for dedicated work, document review, pre-event briefings, and travel time blocks
• Solve scheduling conflicts and emerging priorities while protecting blocks
• 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
• Summarizing complex scheduling questions in brief verbal and written communication
• Partner with internal and external contacts for a high-quality scheduling experience
• 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
• 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
• Accountable for expenses and reporting (on time and complete) in compliance with Visa’s policies and guidelines
• Managing group expenses (as a USD card owner) for example supplies for a team meeting
• Negotiate and problem-solve with external partners and suppliers within policy
• Rapid response and step-by-step instructions for technical support
• Liaise with Executive IT
• 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
• 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

Preferred Qualifications

• 2 or more years of work experience
• 7 years minimum of relevant experience with increased levels of responsibility, working in global or multinational organizations