Company Description
Visa is a world leader in payments and technology, with over 259 billion payments transactions flowing safely between consumers, merchants, financial institutions, and government entities in more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable, and secure payments network, enabling individuals, businesses, and economies to thrive while driven by a common purpose – to uplift everyone, everywhere by being the best way to pay and be paid.
Make an impact with a purpose-driven industry leader. Join us today and experience Life at Visa.
Responsibilities
Job Description
We are hiring an Executive Administrator to support the Technology & Operations team in France (Paris based) for a broad range of administrative support duties.
Key responsibilities include:
- Purchase management
- Issue purchase requisition based on team managers requests and follow-up the process up to Purchase Order issuance to suppliers
- Collect purchase deliveries proves, e.g. contractors / consultant activity reports, delivery slips…
- Control supplier invoices based on Purchase Order issued and delivery proves collected
- Receipt supplier invoices to enable their payment or trigger a dispute.
- Follow-up and address disputed invoices
- Control and management of budget lines usage (actuals, accruals, forecasts)
- Produce reporting and alerts associated to purchase management
- First level supplier management
- First level point of contact for suppliers
- Follow-up of supplier invoices status
- Follow-up of suppliers quotes and commercial proposals status
- Follow-up of contracts and statement of work status (e.g. end date anticipation for termination or renewals)
- Manage basic supplier contract and statement of work renewal / modifications / termination
- Maintain supplier data (onboarding / modification / termination) as part of Visa Sourcing and Procurement process
- Produce reporting and alerts associated to supplier management
- Regular HR processes management
- Manage the Team Absence schedule document
- Manage the Team On-call schedule document
- Manage the Employees and contractors onboarding activities (candidate interview schedules, HR screening and onboarding support…) and associated tracking and reporting,
- Manage the Employees and contractors offboarding activities and associated tracking
- Follow-up the Employees recurring processes (regular performance interviews, objective settings, mandatory trainings…)
- Process training registrations
- Headcount reports / planning…
- Support of Change and Incidents management processes:
- Manage the documents supporting the Change Advisory Board: meeting agenda, meeting minutes, actions follow-up
- Keeping updated the Change and Incidents dashboards
- Team events management
- Event date booking
- Management of logistics (room/location booking, invites sending and follow-up, external invitees access management, room/catering management, coordinating conference room set-up, Audio / Video…)
- Production of minutes and/or action plan, when appropriate (e.g. general purpose meetings)
- Team support
- Serve as point of contact for all office visitors (including company personnel) and deliveries, as well as for executive of other departments
- Assist with space management, workspace move requests and submit facilities work orders
- Assist with developing and updating PowerPoint presentations, Excel spreadsheets, and other charts and documents in support of team activities
- Document maintenance: Maintain communications process documentation, asset library and message archives
- Perform team support duties including ordering office supplies, booking meeting rooms, and managing distribution lists
- Draft correspondence, answer and screen executive's phone calls and directing inquiries to the proper party within the team
- Provide support for misc. projects and initiatives
- On occasions: arrange domestic and international travel, manage logistics of travel-related activities and complete expense reports
Internal interactions
- All departments of the T&OF team
- Paris based Teams, esp. Finance, Legal, HR, Client Services
- Central Teams (UK, US…) supporting administrative processes, esp. Technology, Finance, Sourcing & Procurement, HR and any other Visa divisions/directions, as needed
External interactions
- Service providers and processors
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
- Mother tongue or bilingual in French
- Mother tongue, bilingual or fluent in English
- Must have a High School diploma or equivalent or relevant work experience
- 5+ years of administrative experience required, preferably in an international, matrix organization and public company such as Visa
- Must be based in the Paris region
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), Microsoft Teams and Adobe PDF is required
- Can-do attitude: must be flexible, proactive and solution oriented, looking for ways to add value and assist the team
- Establish and maintain effective and cooperative professional business relationships with all levels of management, employees and outside contacts
- Discretion: must be able to exercise exceptional judgment regarding information which may be confidential or material, non-public
- Strong communication (written and verbal), detail-oriented, highly organized and ability to work cross functions with all level functions (both internal & external)
- Demonstrated initiative, flexibility, teamwork, maturity under pressure, and can anticipate and resolve problems before they escalate
- Demonstrated ability to multi-task, respond to needs quickly and efficiently, and prioritize work with a strong attention to detail
Good-to-Have
- Additional experience with Ariba Procurement and/or Concur Expense Management and/or Microsoft PowerBI
- IT / Technology environment appetite: understanding of the technology business and ecosystem as well as of the activities carried out in an IT team
- Payment / banking industry appetite / experience
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.
