Office Manager, Hong Kong

Visa

Hong Kong

Full-time

Payment Networks & Schemes / Technology

Jan 13

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.

Team Summary

Job Description

The Visa team in Hong Kong comprises of a highly motivated bunch of problem solvers who create impactful experiences for our clients. Here at Visa, we strive to excel with our partners via strong collaboration, we look to enable and inspire all players in the ecosystem to drive electronification of payments in the two markets.

What an Office Manager does at Visa:

The Office Manager will report directly to the Country Manager and be based at the Hong Kong office. A position summary of the role is as follows.

  • Provide broad-based administrative support to the Country Manager and country team members as required to meet organizational business goals and objectives
  • Manage all operational aspects related to our corporate facilities
  • Support ad-hoc projects including but not limited to supporting country team in the development and implementation of marketing/corporate events, company offsite etc.
  • Handle confidential and critical tasks that require working knowledge of departmental and company policies and practices
  • Provide Executive secretarial support including assisting Country Manager with diary, emails, travel and administrative support as needed
  • Ensure all decision making are guided by policies, procedures and the business plan

Office Management – 50%

  • Independently perform support functions, including scheduling onsite as well as offsite meetings, handling all related logistics and hosting visitors
  • Prepare room set-up, preparing for video conferences, conference calls, and pantry management and ordering catering, and assisting in preparation of meeting materials
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
  • Take ownership of a variety of tasks that need to be performed on a routine basis (for example, records management and maintenance of department SharePoint sites and Shared Drive)
  • Office facilities management including but not limited to the ordering of office supplies and utility bill payments, etc.
  • Make travel arrangements (airline and hotel reservations)
  • Create and edit PowerPoint presentations, Word documents, and Excel spreadsheets
  • Assist in tracking and reconciling expense and purchase order workflow to ensure reports are prepared and submitted on a timely basis
  • Security passes management, be the key contact point for facilities and building management
  • Support the country lead and team with ad-hoc projects
  • Ensure cleanliness and the upkeep of office premises as well as meeting rooms
  • Part of Crisis Management team
  • Lead, coach, and work with the Receptionist to carry out the office administrative tasks

Business Sales Support – 35%

  • Update clients contact register
  • Initiate invitation to clients and follow up on RSVP for events, meetings or seminars. Manage RSVP list.
  • Make and arrange appointments on behalf of country manager and country team with clients/partners as well as update outlook calendar
  • Make entertainment (lunches, dinners) reservations on behalf of the country manager and country team
  • Organize and arrange for refreshments or lunches for small workshops conducted in Visa local office
  • Consolidate greeting cards/festivities gifts/calendars etc. for distribution to clients
  • Arrange for congratulatory/condolences/medical well-wishing cards, flowers or gifts
  • Support country team in the development/implementation of corporate events

Business Compliance – 15%

  • Prepare and submit expense reimbursements for country manager in compliance with Internal Audit requirements
  • Update and submit medical expense reimbursements for country manager and family

Why this is important to Visa

You will play a critical role in supporting our country team, ultimately responsible for the smooth operation for Hong Kong office. The individual will also collaborate with internal partners, external and third parties to ensure the successful delivery of certain systems and projects.

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 two days a week, Tuesdays and Wednesdays with a general guidepost of being in the office 50% of the time based on business needs.

Qualifications

What you will need

The ideal candidate is detail oriented, organized, enjoys learning new things and thrives in a fast-paced environment.

  • Independently perform support functions, including scheduling onsite as well as offsite meetings, handling all related logistics and hosting visitors
  • Bachelor’s degree or Higher Diploma in Secretarial with 5 to 8 years of relevant office management experience in MNC environment supporting a team size of 30 to 50 employees
  • Exceptional organizational skills, able to multi-task and prioritize work with strong attention to details
  • Is experienced in complex travel management and event management
  • Self-starter, comfortable working independently and able to work collaboratively with a variety of team members including cross-geographies teams at all levels
  • Ability to identify opportunities to improve existing processes that result in enhanced team productivity
  • Ability to maintain professionalism and confidentiality when dealing with sensitive information and business matters, particularly in any written communication
  • Excellent verbal and written communication skills
  • Possess high learning agility
  • Ability to operate effectively and efficiently in a challenging, fast-paced environment
  • Strong leadership skills – ability to lead and coach junior administrative support
  • Proficient in Microsoft PowerPoint, Excel, Word and Outlook

What will also help

  • A high energy individual
  • Possess a “can do” attitude
  • Team player
  • A creative problem solver that anticipates the needs of the team

Additional Information

Visa has adopted a Covid-19 vaccination policy. As a condition of employment, all employees based in the country where this job is located are required to be fully vaccinated for Covid-19 unless, by reason of a medical or health condition, a reasonable accommodation (such as the option for regular testing, remote working etc.) is approved or as otherwise required by law.

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Visa

Leading global payment solutions

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