Executive Assistant, NA Events

• 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.
• Stay current with evolving technologies, leveraging available tools - including AI - to drive efficiency and continuously improve processes.
• Manage calendar, appointments, travel and expense tracking/reporting for Head of North America Events Vice President across multiple time zones.
• Serve as designated backup to the Strategic Initiatives Vice President's Executive Administrator.
• Perform team support duties including ordering supplies or event related items, booking meeting rooms, coordinating shipping and receiving, and updating distribution lists.
• Manage procurement and payment processes through Ariba, including creating and tracking purchase orders, submitting and monitoring invoices, coordinating with suppliers, and partnering with Finance and Accounts Payable to ensure timely payment and accurate budget reporting.
• Assist with updating the team's Microsoft Lists Calendar and provide periodic tracking and reporting to support event planning activities.
• Support on-site and off-site internal meetings, client events, and hospitality programs by coordinating event logistics, managing attendee registrations, tracking and producing name badges, assisting with catering and venue arrangements, preparing event materials, and providing onsite support to ensure a seamless event experience.
• Maintain and manage event inventory housed at off-site storage location by tracking asset availability, producing inventory reports, coordinating shipments and retrievals, monitoring stock levels, and ensuring materials are replenished to support upcoming programs and events.
• Coordinate onboarding of new employees.
• Coordinate and prepare agendas, materials, and minutes for meetings, conferences, and events.
• Assist with developing and updating PowerPoint presentations, Excel spreadsheets, and other charts and documents in support of team activities.
• Adapt to changing priorities and support both operational and event-related activities.

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• Minimum of 6 months of work experience or a bachelor's degree.

Preferred Qualifications:

• Two or more years of relevant administrative or executive support experience.
• Must be located in San Francisco
• Experience in event planning and/or project coordination experience.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and problem-solving skills.
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook, SharePoint and AI tools such as Copilot and ChatGPT; Concur and Ariba.
• Experience supporting executives in a fast-paced and dynamic work environment.
• 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.

Information for US Applicants

For roles located in the US, the estimated salary range for this position is $73,600.00 to $ 114,300.00 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.