Senior Administrator

  • Palo Alto, CA, USA
  • Full-time

Company Description

As the world's leader in digital payments technology, Visa's mission is to connect the world through the most creative, reliable and secure payment network - enabling individuals, businesses, and economies to thrive. Our advanced global processing network, VisaNet, provides secure and reliable payments around the world, and is capable of handling more than 65,000 transaction messages a second. The company's dedication to innovation drives the rapid growth of connected commerce on any device, and fuels the dream of a cashless future for everyone, everywhere. As the world moves from analog to digital, Visa is applying our brand, products, people, network and scale to reshape the future of commerce.

At Visa, your individuality fits right in. Working here gives you an opportunity to impact the world, invest in your career growth, and be part of an inclusive and diverse workplace. We are a global team of disruptors, trailblazers, innovators and risk-takers who are helping drive economic growth in even the most remote parts of the world, creatively moving the industry forward, and doing meaningful work that brings financial literacy and digital commerce to millions of unbanked and underserved consumers.

You're an Individual. We're the team for you. Together, let's transform the way the world pays.


Job Description

You may have noticed that payment has become a very active/hot area in the last several years. Given the strong demands and innovation, this will be a very exciting area in the next 5 to 10 years. VISA is clearly a very strong leader in the payment industry, and is in a fast pace of technology transformation so can be stronger in the future. The Data Platform department in Visa is a key component of Visa's Technology organization that provides an enriched and valuable ecosystem of data platform and data services that drive innovation for our partners and clients, within Visa and globally. Data is the most valuable asset in Visa. The Data Platform Department is dedicated to develop advanced technology (e.g. Cloud, Machine Learning and Big Data), systems and services to make data secure, high quality, rich, fast, and easy to use, therefore enabling Visa the ability to leverage its data asset in an effective and timely manner to maximize technology/business development and differentiate Visa from others in the payment industry. The department maintains tens of petabytes of data supporting over 100 services for various internal lines of business and external clients.

The Data Platform department is hiring a Senior Administrator in the Palo Alto office. This role is an integral member of the department and helps to enhance the effectiveness of the senior leaders of the Data Platform department, as well as facilitate the efficient functioning of the organization. This position is ideal for someone who enjoys the administrator role, is energetic, confident and capable, and has depth and experience working with executives. This position handles details of a highly confidential and critical nature and requires a broad working knowledge of departmental and company policies and practices. This position receives a moderate level of guidance and supervision.

Essential Functions

  • Administrative support and coordination duties will include, but are not limited to the following:
  • Actively managing 3-4 Vice Presidents and Senior Directors within Data Platform. In addition to basic scheduling functions, also anticipating and prioritizing their scheduling needs based on deadlines and deliverables
  • Establish and maintain effective and cooperative professional business relationships with all levels of management, other admins, employees and outside companies
  • Proactively managing and coordinating recurring and ongoing activities that involve the leaders of the Data Platform organization, including all-hands meetings, department leadership team meetings, organization chart, time off calendar, and other activities that require participation across the department leadership team
  • Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately
  • Proofreading and formatting business documents or broad communications for overall professional writing style and proper grammar
  • Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities
  • Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions
  • Effective in-person, phone & email presence
  • Act as first contact for VPs and Senior Directors and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities
  • Ability to prepare and effectively manage interactions with the VPs and Senior Directors•
  • Ability to decline quickly, simply and professionally
  • Understand organization and how to “get things done timely and properly”
  •  Effectively and successfully respond to problem situations
  • Ability to organize and prioritize across competing priorities
  • Prepare “week ahead,” and “day ahead” briefings
  • Successfully track open issues and follow-up on items that require closure
  • Ability to manage high volume email and synthesize actions needed
  • Ability to act quickly, seamlessly and professionally
  • Prepare meeting materials including assisting with the creation of the presentation, handouts and other related materials as well as printing, binding and collating of materials
  • Coordinate conference/meeting room set-up, order catering, and make logistical arrangements; Coordination of high level meetings and events involving multiple external participants
  • Coordinate complex domestic and international travel requirements (itineraries, visas, logistics, etc.)
  • Heavy electronic filing, expense reporting & record keeping
  • General working hours in office 8:00am – 5:00pm
  • Demonstrate comfort with purchase card, occasional Purchase Order & Invoice support
  • Support provided to team members
  • Coordinate/Organize visitor meetings – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc.
  • Coordinate catering for the Palo Alto site (300 employees)
  • Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the professional image of Data Platform
  • Management and procurement of supplies
  • Provide support to interns/contractors/consultants as needed
  • Coordinate setup up of new employees and office space as needed
  • Provide backup assistance to other administrative support team members as needed
  • Be available when members of the team are traveling to take messages and communicate requests
  • Be available when members of the team are traveling to take messages and communicate requests


Basic Qualifications

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

Preferred Qualifications

  • 2 or more years of work experience
  • College degree and at least 4-5 years of relevant professional experience supporting a C-level executive, preferably with a public company
  • Excellent computer skills, including proficiency in Microsoft Office
  • A high level of discretion and confidentiality
  • Must be able to operate independently with minimal supervision, as well as on a team.
  • Strong organizational skills and meticulous attention to detail are essential
  • Must have competence in understanding, interpreting, and communicating procedures, policies, information, ideas and instructions
  • Proficient in typing and good at spelling, punctuation, grammar, email and oral communication
  • Must be tactful in their dealings with people
  • Develop solutions
  • Ability to apply independent judgment, discretion and initiative to address problems.
  • Strong written and oral communication and interpersonal skills
  • Ability to exercise good judgment, common sense and initiative
  •  Ability to identify and resolve problems in a timely manner by gathering and analyzing information and maintaining confidentiality
  • Ability to multi-task and manage a heavy workload and priorities effectively, and meet deadlines in a fast-paced environment
  • Flexibility and willingness to perform a variety of tasks, from the administrative to the complex, and take direction with equanimity
  • Excellent follow through on projects and the ability to anticipate and spot potential issues
  • Must have a professional demeanor and remain calm under pressure

Travel Requirements This position requires the incumbent to travel for work 5% 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, and reach with hands and arms.

Additional Information

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.

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