Executive Assistant - KSA

Company DescriptionVisa is a world leader in payments technology, facilitating transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories, dedicated to uplifting everyone, everywhere by being the best way to pay and be paid.At Visa, you'll have the opportunity to create impact at scale — tackling meaningful challenges, growing your skills and seeing your contributions impact lives around the world. Join Visa and do work that matters — to you, to your community, and to the world.Progress starts with you.Job DescriptionExecutive AdministratorEnsure a good flow of communication and excellent secretarial support is provided for the Function Heads (FHs).Work closely with, keep and update list of common stakeholders for close communication: all Executive Assistants, FHs, etc. across CEMEA.Provide assistance to the FHs with private and confidential arrangements.Organize agendas, briefing papers and any preparatory paperwork.Sort, prioritize and where possible delegate and distribute incoming mail.Handle expense claims.Prepare correspondence, documents and presentation materials - adjusting grammar and spelling as appropriate. Drafting of correspondence where possible and ensuring response is sent in a timely manner.Organisation of the daily schedule of the FHs to ensure the most effective use of time. Ensure all internal and external meeting requirements are met. Forward planning of itineraries and travel schedules to make certain timings and trips are feasible.Ensure the smooth running of the FHs office in their absence. Keep in close communication with the FHs when they are travelling and despatch of any urgent mail that needs attention.Ensure all administrative tasks meet all compliance standards.Provide documents and files for meetings.Coordinate regular meetings with direct reports, monthly management meetings and Quarterly Client Reviews and others as required.Screen incoming calls, fielding calls if appropriate and assisting where possible.Liaison with Executive Leadership and International staff on a daily basis and extensive liaison with other departments within Visa.Travel & ImmigrationBook and co-ordinate travel arrangements through Visa’s approved travel agency within tight deadlines.Compile itineraries and liaise with regional offices to ensure business trips run smoothly.Reserve flights and hotels all per Visa T&E policy and other compliance policiesOrganising entry visas for travel and UAE immigration for FH and family & dependants (when necessary).Corporate Hospitality.Organise agendas, bookings for business dinners, entertainment for corporate events, assist with menus, RSVPs and other correspondence.Ensure appropriate approvals are in place for events, register event with Visa online, create SIRAs, set up vendors and POs complete due diligence in time for the event.Organize and execute events related to corporate hospitality in the relevant markets.Manage, forecast and update event planner reports.Budgeting, costing and coordination with external event management companies.Provide general coordination and support.Ad hoc admin i.e. Updating contact lists & org charts.Ad hoc project/research.Complete ad hoc project/research and presentation work and other relevant initiatives as requested.TechnicalSystem savvy – Oracle, Concur etc.Superb diary management – Outlook.Strong PC skills and high proficiency with Microsoft Office Suite products (Excel, Outlook, Word, and PowerPoint)This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.QualificationsPreferred Qualifications• Minimum of 10 years’ experience in an office support role3+ years’ experience supporting CXO leaders in a multi-national organisationStrong administration and analytical skillsExperience working in a multinational organisationExperience of working for more than one Senior Leader at the same timeAble to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracyAbility to recognize potential issues as they arise and escalate appropriatelyExcellent organisation skills, time managementExcellent interpersonal skills, relationship skills, with the ability to communicate well with colleagues, senior management and other stakeholdersCustomer focused, both internal and external with the ability to build effective working relationshipsMulticultural sensitivity is essential including the ability to work effectively as part of a teamExceptional communication skills in person, over email, telephone etc.Innovative and creative thinker with a track record of delivery and proven ability to manage several projects concurrently and see them through from conception to conclusionMust be proactive and solution oriented, looking for ways to add value and assist the teamIntuitive and not afraid to challengeKnowledge/experience of the CEMEA region would be an advantageSelf-motivated