Office Manager - Level 2

  • Stockholm, Sweden
  • 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

Office Management

  • General administration
  • Reception; in-/outgoing correspondence and telephony services and handling of visitor system
  • Organize and schedule meetings and caterings within the office – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc.
  • Contact person for all mailing, shipping
  • Effective in-person, phone & email presence
  • Monitor and maintain office supplies inventory
  • Manage relationships: vendors, service providers and landlord
  • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
  • Coordinate with IT department on all office equipment
  • Partner with HR and line managers in regards to new hires / new joiners


  • Maintain a safe and secure working environment in respect of all health & safety regulations (Visa rules and regulation, Nordic labour law)
  • Point of contact for Security London / Facilities
  • Business resumption plan / Dawn Raid Trainings
  • Effectively and successfully respond to problem situations
  • Ability to organize and prioritize across competing priorities
  • Ability to act quickly, seamlessly and professionally
  • Car pool management (supported by Strategy Management)
  • T&E governance (supported by Strategy Management)
  • Event pre-approval (supported by Strategy Management

Administration exclusive for Leadership team (team PA)

  • Stand-in PA for Regional Managing Director
  • Managing the executives calendar on special occasions
  • Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately
  • Ability to decline quickly, simply and professionally
  • Understand organization and how to “get things done”
  • Electronic filing, expense reporting & record keeping
  • Demonstrate comfort with purchase card, occasional Purchase Order & Invoice support
  •  Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the Visa Leadership Principles


What we’re after…

  • Administrative experience in Office Management or Personal Assistance
  • Foreign language skills (local language plus English)
  • Strong verbal and written communication skills and ability to communicate effectively with all levels
  • Flexibility and a professional/approachable appearance and helpful demeanour
  • A positive, upbeat personality and excellent interpersonal communication skills
  • Highest moral and ethical character
  • Discretion combined with poise and professionalism in all communications
  • Advanced MS Office skills and technologically savvy (Word, Outlook, Excel & PowerPoint)
  • Ability and openness to actively use different internal systems (e.g. Ariba, Concur, iProcurement, etc) and technology – to complete tasks
  • Ability to “see the big picture”
  • The ability to operate effectively and efficiently in a challenging, fast-paced environment with little supervision
  • Demonstrated strength in multi-tasking and prioritizing work with a strong attention to detail
  • Customer service-focused with ability to work collaboratively with others including interacting with internal and external contacts
  • Must be proactive and solution oriented, looking for ways to add value and assist the team
  • Capable to keep track of multiple and multi-topic tasks in parallel  
  • Experience in a business-to-business, marketing or account management role within either financial services, retail or hotel sector


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