Executive Administrator

  • Tokyo, Japan
  • 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

Position Summary
This key position is part of Japan Product team. The Executive Administrator is responsible for excellence in delivering a high standard of administrative support to Head of Product and providing support to the teams as required to meet organizational business goals and objectives. The role requires an individual with strong executive administration expertise, initiative and a can-do responsible attitude. The individual must be a pro-active, confident and friendly communicator with a desire to add value at different levels of the organization
   
Responsibilities

  • Provide high standard of executive administrative support to the Head of Product
  • Confident & responsible relationship management with financial institution/merchant clients and executive assistants as well as relevant key personnel & direct reports
  • Coordinate team level activities including team meetings, steering groups, newsletters, team-building and other employee engagement related activities
  • Engage effectively with stakeholders at all management levels across Visa, and with external clients including merchants, financial institutions and other third party partners
  • Managing schedules and travel across multiple geographies
  • Management of diaries, emails and telephone calls
  • Co-ordinate meetings and events with both internal and external customers
  • SharePoint site administration
  • Translation administration
  • Reporting and tracking of team deliverables and activities
  • Contract Management 
  • Ability to work unsupervised, individually and in a team
  • Ability to be enthusiastic and work in a matrix environment
  • Managing processes to ensure Audit and Compliance requirements are met
  • Excellent and proficient preparations of presentations, charts, letters & documents
  • Able to confidently communicate & liaise with all parties at all levels
  • Confident & responsible relationship management with financial institution, clients and executive assistants as well as relevant key personnel & direct reports
  • Capable of creative thinking when planning client events
  • Managing processes to ensure Audit and Compliance requirements are met
  • Liaising between external vendors/suppliers and internal teams to ensure all required information is supplied and accurate to meet internal audit/compliance requirements
  • Verification of invoices, approval & submission to Finance
  • Travel & entertainment Oracle reconciliation & processing.
  • Take initiative outside of job description as business continues to grow and this role evolves
  • Ad-hoc Management support functions such as data analytics, desk top research, competitive intelligence gathering

Qualifications

  • Previous experience in a similar role 
  • The ability to operate effectively and efficiently in a fast-paced environment 
  • Willingness to be flexible and adapt quickly to changing priorities, assignments, and roles
  • Ability to manage multiple tasks, prioritise and assist multiple team members at the same time. 
  • Experience interacting with internal and external stakeholders
  • Excellent administrative and organization skills 
  • Strong written and verbal communication skills 
  • Proficient on all Microsoft products including PowerPoint, Excel, Word and Outlook
  • Demonstrated initiative and a proactive attitude
  • A positive, upbeat personality 
  • Good attention to detail and ability to deliver high quality work 
  • Ability to work unsupervised, individually and in a team
  • Ability to be enthusiastic and work in a matrix environment
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