Sr. Administrative Assistant

About Us
Visa is a world leader in payments technology, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories, dedicated to uplifting everyone, everywhere by being the best way to pay and be paid.

At Visa, you'll have the opportunity to create impact at scale — tackling meaningful challenges, growing your skills and seeing your contributions impact lives around the world.

Join Visa and do work that matters – to you, to your community, and to the world. Progress starts with you.

Job Description

Responsibilities:

• To provide administrative support to the Facilities  Manager in the completion of office related projects/activities.
• Assist in the coordination of administrative functions, including budget, meetings and administrative  duties.
• Communicate effectively and cooperate closely with Compliance, Security and Safety and Finance Teams to comply with all Visa policies and procedures in daily work process and operations.
• Preparation and submission of reports in Concur on administrative and office expenses via Pcard payment.
• Managing procurement of office supplies and other necessary materials.
• Communicating and coordinating with vendors and external stakeholders. Signing service contracts with local vendors.
• Preparing and organizing documentation for submission to the accounting department; processing invoices in Ariba in accordance with company procedures.
• Liaising with the business center management company on operational matters; coordinating and arranging parking for employees and visitors.
• Coordinating document translation requests for employees; translating job descriptions for the HR department.
• Supporting salary project administration, including completion of questionnaires, collection of document packages, and submission of invoices. Preparing and managing documentation packages for financial monitoring purposes.
• Managing incoming documentation via SOTA and VCHASNO platforms – assigning for signatures and approvals; supporting document tracking and electronic signature processes (DocuSign and other channels).
• Providing administrative support to the Director as required. Obtaining necessary approvals and signatures from the Director.
• Coordinating and handling customs clearance processes for incoming and outgoing shipments; liaising with the local customs broker
• Collaborating with the sourcing department on new and updated vendor contracts and onboarding processes (including onboarding new suppliers and updating existing ones) within internal systems
• Providing on-site administrative support to the IT department (reception of new computers and peripherals, setting up laptops for new hires, ad hoc laptop replacements etc.)
• Supporting the Social Initiatives Project Analyst in organizing and coordinating volunteer activities, internal engagement events and first aid trainings).

Visa requires at least 3 days in office, expectations of these days will be confirmed by your Hiring Manager.
 

Qualifications

• Higher Education
• Language skills: fluent English (verbal and written)
• Experience in general administrative / accounting duties
• Interpersonal and communication skills (written and verbal) are essential
• Competence in Microsoft Office (Word, Excel, PowerPoint, Outlook) and the web
• Previous experience of working in an international environment required
• Good judgment, diplomacy and tact are essential, with the ability to work with staff at all levels of seniority throughout the organization
• Personal effectiveness coupled with a high degree of diplomacy and tact
• Ability to work closely with other team members in a small team environment
• Ability to work on own initiative
• Attention to details is essential

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.