Executive Assistant / Project Manager - Human Resources

Visa - San Francisco, CA (30+ days ago)4.0

Job Description

At Visa, we have an exciting opportunity responsible for executive administrative support and project management/coordination for the Executive Vice President of our Human Resources function. This role will be a mix of traditional Administrative work along with project management/coordination. We are looking for applicants who have a constant record of high achievement, professionalism, reliability, and excellent organizational skills. Position is based in San Francisco with occasional travel to Foster City as required.

Essential Functions

Schedule meetings through Outlook, secure call-in numbers, prepare meeting agendas and manage attendance registration and logistics
Manage all scheduling, event planning, and maintain a clear and concise calendar
Provide administrative support for day-to-day operations as well as individual projects.
Assist with office management within department – including ordering and receiving of office supplies, catering, etc.
Assemble and manage meeting presentations through Skype, Acano and WebEx
Assist with conference room scheduling across the office
Act as a liaison, problem solver, and facilitator as the first contact for the EVP
Serve as point of contact for all office visitors (including company personnel) and deliveries
Arrange domestic and international travel, complete travel expense reports, and manage logistics of travel-related activities
Expense management: Handle expense reports and reconciliation on behalf of the executives and their teams
Assist HR with candidate interview schedules
Document maintenance: Maintain communications process documentation, distribution lists, asset library and message archives
Manage agreements, contracts and invoicing with outside consultants and contracts; establish PO’s and work agreements
Meetings and Events support: Participate in the planning and execution of department meetings and employee engagement events including assistance with meeting agenda and presentation, securing offsite meeting venue and arranging team activity and catering

Arrange outside employee and vendor/visitor company visits
Participate as needed on other projects to solve complex problems regarding project, department or division-related work. Analyze problems, determine approach, compile and analyze data, and prepare reports/recommendations
Activity reporting: Create and maintain weekly/monthly/quarterly department reports that document team activities Qualifications


Bachelor’s degree in Business, project management or related field
A minimum of 6 years of advanced administrative/project executing experience supporting senior level management
Advanced experience with Microsoft Office (Outlook, Word, PowerPoint, Excel)
Positive can-do personality and ability to see the big picture
Ability to work in a fluid environment where assignments are time sensitive and can change frequently
Ability to partner and work cooperatively with all levels from Executive Leadership and Senior Management
Highly organized, detail-oriented self starter who is resourceful and can think outside the box
Strong organizational skills and the ability to be extremely flexible while managing conflicting, shifting, and competing priorities with minimal supervision
Exceptional project management capabilities
Strong communication skills (written and verbal), with the ability to effectively communicate and collaborate with a diverse range of people and job functions
Understand the broader organization, build relationships and know how to get things done quickly
Build strong working relationships with other executive admins, team members and staff
Effectively and successfully respond to problem situations and prioritize issues
Self-motivated with the ability to exercise independent judgment with minimal direction from senior management
Demonstrated ability to anticipate issues that may arise while taking initiative and acting with a high level of sense of urgency
Customer and employee focused mindset
Familiarity and comfort using internal systems for travel, purchase orders, service request management and internal portals
Strong interpersonal and collaboration skills

Additional Information

Visa will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of Article 49 of the San Francisco Police Code. All your information will be kept confidential according to EEO guidelines.