Quality Jobs

Job Description

The main function of an Executive Assistant is to provide exceptional quality administrative support handling prioritization, managing the calendar, arranging travel, conducting desk research, supporting the organization of team activities and other administrative tasks. You will be expected to think ahead about the needs of the SVP Strategy to be on top of their commitments. 

What we expect of you, day to day. 

1 - Managing Diary 

• Establish and maintain a sustainable daily, weekly and monthly rhythm 
• Use knowledge and judgement to proactively manage diary clashes 
• Maintain a forward view of SVP Strategy's diary 
• At the end/ start of each week, ensure the overall week supports the agreed rhythm unless there are exceptional circumstances. 
• Ensure regular meetings are scheduled (and rescheduled) for direct reports and stakeholders 

2 - Administration 

• Act as a liaison and facilitator and first point of contact

• Liaise with internal and external stakeholders to arrange meetings, hold dates for events and co-ordinate business as usual activities
• Manage the Divisional  Office e.g., facility issues, lockers, ad hoc issues, stationery orders and Purchasing Card payments
• Facilitate a seamless and consistent onboarding experience for new team members, ensuring they are well-integrated and equipped with the necessary resources
• Actively contribute to fostering team culture and community by organizing and participating in various team-building activities and events. 

• Be the business partner to our Facilities partners managing the floor plan / desk families and floor management in the Paddington Office. 

3 – Emails 

• Prioritise emails/ requests and filter/escalate information as appropriate and email distribution lists. 

4 - Support Travel and Expenses 

• Action and approve expenses on behalf of the SVP Strategy.

• Manage complex travel itineraries for the SVP Strategy. 

This is a hybrid position. Hybrid employees can alternate time between both remote and office. Employees in hybrid roles are expected to work from the office 2-3 set days a week (determined by leadership/site), with a general guidepost of being in the office 50% or more of the time based on business needs. 

Qualifications

• Proven ability to build credible-long term effective working relationships, both internally and externally 
• Strong time management and organizational skills 
• Approaching problems with a can-do attitude, never believing solutions are impossible to formulate 
• Ability to work in fast-paced environment 
• Proficient with Microsoft Power Point, Excel, Word and Outlook 
• Strong communication, including writing, interpersonal and presentation skills 
• Self-motivated, highly organized and detail oriented 
• Excellent organisational skills 

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.