American Express Careers

Executive Assistant, Commercial Acquisition Group

Phoenix, Arizona
Administration

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Job Description

American Express is the leading payment card issuer for small and medium businesses in the United States and supports business owners with products and services to help them run and grow their businesses. Global Commercial Services is committed to service and innovation and offers our Card Members a wide range of differentiated products and services. Social tools, curated content, and initiatives give American Express Card Members a competitive edge. Our U.S. telesales group (Commercial Acquisition Group) is a 300+ organization responsible for the acquisition of small business customers.
 
The position provides administrative support at the Director level to assist in delivering against the team's individual and team goals. The role supports up to three Directors and manages key aspects of the office including calendar management, travel arrangements, expense management, meeting planning and general administrative activities in support of the team.
 
Job Responsibilities
 
Consistently deliver against the following accountabilities with a high level of quality, including being timely, accurate and complete:
  • Coordination and oversight of internal and external business meetings, making all necessary arrangements including sending invitations, reserving facilities, audio, Telepresence and visual setup, transportation, catering and production of meeting materials.
  • Calendar management, including coordination of complex meetings with internal and external parties, across multiple time zones, and management of calendar conflicts.
  • Making travel arrangements including air, hotel & transfers.
  • Preparing, reconciling and processing of expense reports in line with company and organization requirements using Concur Expense System.
  • Reviewing and evaluating expense reports submitted by Direct Reports for leader approval.
  • Managing general follow-up and generating reminders in order to effectively meet deadlines and commitments.
  • Organizing regular team meetings, 1:1s with Direct Reports and other team members, Town Halls, round table meetings and teambuilding activities, including agenda prep, note taking, and material preparation.
  • Establishing and maintaining an organized digital and manual filing systems.
  • Producing presentations, documents and general correspondence.
  • Support the on-boarding and off-boarding processes of team members and contractors by leveraging appropriate processes/ partners/tools to submit requests into Ariba, organize first/final days and arrange for work space, PCs, phones, Corporate Cards, conference bridges, office supplies, and all administration.
  • Partnering with our Business Management team to procure assets for new hires.
  • Procuring office supplies, office space, etc. and managing the procurement process including researching and approving invoices, and researching standard accounting errors.
  • Procuring contractors/consultants and temporary staff by completing SOWs Ad hoc project work, as directed by leadership.
  • Time keeping and submission for the team.
  • Planning or assisting in the planning and hosting of Senior Leader site visits that may include attendee invites, hotel/transportation arrangements, conference room reservations, catering/restaurant reservations, teambuilding activities and production of materials.
  • Expense tracking related to office supplies, temporary resources, other limited budget lines and driving accountability for team members’ corporate cards to ensure expenses are within team budget.
Business Administration:
  • Ability to oversee expenses to ensure spend is within team budget.
Communication:
  • Ability to develop and deliver effective verbal and written communications to clearly convey information and/or to influence thinking or action.
Planning and Organizing Work:
  • Excellent time management and organizational skills with a strong focus on accuracy and attention to detail.
  • Proven ability to manage multiple priorities, work within deadlines in a fast-paced, dynamic environment and execute across multiple initiatives/tasks.
  • Ability to develop plans to accomplish work operations and objectives.
  • Demonstrated ability to work with a sense of urgency.
Problem Solving:
  • Ability to identify problems, determines possible solutions, and actively works to resolve issues. 
Office Technology:
  • High level of proficiency using MS Office including Word, Excel and PowerPoint, as well as internal AXP (or related) tools and systems – Live Meeting, webcam, phone functions, MS Outlook, Ariba, Concur, Payroll, SharePoint, CareerTrack and myHR.
  • Ability to grasp and use new systems and tools to achieve work objectives.
Professional Relationships:
  • Strong interpersonal, relationship and networking skills to build and maintain effective professional relationships across all areas of the organization.
  • Ability to interact effectively and diplomatically with executives and executive assistants across the organization.
Emotional Intelligence & Presence:
  • Strong accountability, sense of responsibility and commitment to the role, the leader(s) and the team.
  • Flexible, adaptable and responsive to changing requirements.
  • Ability to be proactive and take the initiative to anticipate and address needs; resourcefulness.
  • Ability to operate with a high level of integrity for handling sensitive and confidential information.
  • Possess a strong work ethic, be self-motivated and be a team player.
  • Demonstrated ability to remain calm under pressure.
 

Qualifications

  • Minimum 2 years of executive administrative support experience within a large organization preferred.
  • Possess confidence and professionalism.
  • Punctual and reliable.

Employment eligibility to work with American Express in the U.S. is required as the company will not pursue visa sponsorship for these positions.


ReqID: 18007210
Schedule (Full-Time/Part-Time): Full-time
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