Executive Assistant

Company Description

Visa is a world leader in digital payments, facilitating more than 215 billion payments transactions between consumers, merchants, financial institutions and government entities across 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.

When you join Visa, you join a culture of purpose and belonging - where your growth is priority, your identity is embraced, and the work you do matters. We believe that economies that include everyone everywhere, uplift everyone everywhere. Your work will have a direct impact on billions of people around the world - helping unlock financial access to enable the future of money movement.

**Join Visa: A Network Working for Everyone.**

**Job Description**:
Visa France has developed over time a specific capability to develop local products related to payment transaction processing that respond to specific market demand or facilitate adoption of global products developed in the US. Those products are called “transactional Value-Added Services” (VAS) as they bring value to clients and Visa and are related to securing and facilitating Visa payment transactions. The Technology & Operations France (T&OF) team based in Paris is in charge of the technical design, the development, the delivery and the maintenance of these services.

The T&OF team is seeking an executive assistant to help support the team in addressing administrative activities and processes local as well as general office management responsibilities. This role is based in Paris and report to the T&OF’s Vice President.

The Executive Assistant needs to demonstrate strong organization skills, professionalism, reliability, and effective communication. This role requires a proactive self-starter who can work independently and proactively and is comfortable with both admin support duties as well as dynamic environment work across a broad group of disbursed contacts.

**Mission**

This position is responsible 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
- Follow-up and address disputed invoices
- Control of budget lines usage (actuals, accruals, forecast)
- 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 offboarding activities and associated tracking
- Follow-up the Employees recurring processes (regular performance interviews, objective settings, mandatory trainings )
- Process training registrations
- Headcount reports / planning

**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 updating 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 d