Executive Administrator

About the Role:

Administrative support and coordination duties will include, but are not limited to the following:

• Actively handling the calendars for VPs in Data and AI Platform. In addition to basic scheduling functions, also anticipating and prioritizing their scheduling needs based on deadlines and deliverables.

• Establish and maintain effective and collaborative professional business relationships with all levels of management, other admins, employees and outside companies

• Proactively handling and coordinating recurring and ongoing activities that involve the leaders of the Data and AI Platform organization, including all-hands meetings, department leadership team meetings, organization chart, time off calendar, and other activities that require participation across the department leadership team

• Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately

• Proof reading and formatting business documents or broad communications for overall professional writing style and proper grammar

• Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities

• Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions

• Effective in-person, phone & email presence

• Act as first contact for VPs and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities

• Ability to prepare and effectively handle interactions with the senior leaders

• Ability to decline quickly, simply and expertly

• Understand organization and how to 'get things done timely and accurately'

• Effectively respond to problem situations

• Ability to coordinate and prioritize across opposing priorities

• Prepare 'week ahead', and 'day ahead' briefings

• Optimally track open issues and follow-up on items that require closure

• Ability to handle high volume email and synthesize actions needed

• Ability to act quickly, seamlessly and professionally

• Prepare meeting materials including assisting with the creation of the presentation, handouts and other related materials as well as printing, binding and collating of materials

• Coordinate conference/meeting room set-up, order catering, and make logistical arrangements and coordination of high level meetings and events involving multiple external participants

• Facilitate onboarding and offboarding of employees.

• Handle employee seats and help with work force plan of DAP employees in the Bay Area and Austin, Texas.

• Coordinate complex domestic and international travel requirements (itineraries, visas, logistics, etc.)

• Heavy electronic filing, expense reporting & record keeping

• General working hours in office 8:00am – 5:00pm

• Demonstrate comfort with purchase card, occasional Purchase Order & Invoice support

Support provided to team members:

• Coordinate/Organize visitor meetings – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc.

• Coordinate snacks and team events for the Austin site (100 employees)

• Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the professional image of Data and AI Platform

• Management and procurement of supplies

• Provide support to interns/contractors/consultants as needed

• Coordinate setup up of new employees and office space as needed

• Provide backup assistance to other administrative support team members as needed

• Be available when members of the team are traveling to take messages and communicate requests.

U.S. APPLICANTS ONLY: The estimated salary range for this position is 66,200 to 102,900 USD per year, which may include potential sales incentive payments (if applicable).  Salary may vary depending on job-related factors which may include knowledge, skills, experience, and location. In addition, this position may be eligible for bonus and equity. Visa has a comprehensive benefits package for which this position may be eligible that includes Medical, Dental, Vision, 401 (k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness Program.

This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.