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Executive Administrative Assistant -American Express Global Account Receivables
This is an exciting opportunity to join the Global Account receivables team in American Express Technology. We are looking for a forward-thinking, high-energy, standout individual to support the Vice President of Global Account Receivables Engineering while providing occasional, ad-hoc assistance with broader team needs. Additionally, this role will lead programs/projects crafted to improve the teams’ culture, teamwork, and employee engagement, e.g., team building, community service, social events, and the like.
We are looking for an individual who has a passion for details and can provide an outstanding standard of support for the VP. They will work autonomously and efficiently, anticipating the leader’s needs and “connecting the dots” behind the scenes. The ideal candidate should be highly energetic, organized, flexible, credible, and used to working in a fast, and at times high pressure environment with numerous conflicting priorities. The VP has a very lively schedule and a large organization across US, India, Canada and Philippines, along with various other leadership members globally. The Executive Administrative Assistant should be a self-starter, one who interacts regularly with the VP's team and other senior leaders' Assistants, and with senior leadership teams and business leaders. This individual should be highly capable of managing their time and priorities effectively, and keep the VP updated on any issues arising in their absence.
Job responsibilities will include:
- Organizing and maintaining complex calendars using an elevated level of tact and integrity, including scheduling meetings and conference calls across different time zones, most frequently between AZ, FL, NY, UT, UK, PH and India.
- Managing the logistics of key meetings, including room reservations, catering (if needed), production of meeting materials, etc.
- Collaborating with the other team EAs (Executive Assistants) to prioritize and execute on the organization’s meetings, town halls, team events and general priorities and other activities to maintain or boost team culture and engagement.
- Assisting in gathering and compiling information for town hall decks.
- Coordinating domestic and international travel including air, lodging, transportation and other travel-related needs, consulting with other Amex offices for internal meetings and managing last minute changes as required.
- Processing monthly expense reports in Concur.
- Managing and tracking the payroll systems (Clarity for Contractors and Dayforce for Colleagues) for the team (holidays, vacation, sick days, etc.).
- Assisting in device refresh, replacements and returns for the team.
- Ordering supplies and/or peripherals for the team.
- Updating the team management roster, distribution lists, organizational charts, adding new team members to slack channels, etc.
- Submitting of vendor invoices in Ariba.
- Assist in gathering new hires and previously promoted colleagues’ write-up for the monthly organizational announcement.
- Supporting ad hoc project work as directed and needed.
- Providing coverage for another team based EAs as needed.
Qualifications include:
- Must have a minimum of 5 years of executive and administrative experience.
- Ability to multi-task with excellent attention to detail, well organized, work independently or with minimal direction and has a sense of urgency.
- Experience in handling a wide range of administrative related tasks, organizing large meetings, and arranging travel.
- Tactful and discreet with a mature and professional attitude.
- Hardworking, keen to learn and be challenged.
- Advanced interpersonal skills and the ability to build relationships with all internal and external stakeholders including other EA (Executive Assistants) team members.
- Proficient in utilizing and understanding all Amex internal systems, Microsoft systems, and Amex processes and policies, i.e., Online travel booking tool, HR systems, expense management systems, purchasing systems, intranet are helpful.
- Demonstrate dedicated approach to problem solving with strong decision-making capabilities.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite.
- Flexible, proactive, resourceful, and efficient.
- Handling of confidential and sensitive issues in an appropriate manner
- Technology background, a plus
- Curiosity, creativity, and a desire to have fun!
We back our colleagues and their loved ones with benefits and programs that support their holistic well-being. That means we prioritize their physical, financial, and mental health through each stage of life. Benefits include:
- Competitive base salaries
- Bonus incentives
- Support for financial-well-being and retirement
- Comprehensive medical, dental, vision, life insurance, and disability benefits (depending on location)
- Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
- Generous paid parental leave policies (depending on your location)
- Free access to global on-site wellness centers staffed with nurses and doctors (depending on location)
- Free and confidential counseling support through our Healthy Minds program
- Career development and training opportunities
American Express is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law.
Offer of employment with American Express is conditioned upon the successful completion of a background verification check, subject to applicable laws and regulations.
