American Express Careers

Exec/Admin Assistant I

Phoenix, Arizona
Administration

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Job Description

Enterprise Digital & Analytics team within GCSG is a dynamic environment of digital product and analytics professionals that drive significant value for American Express through innovative solutions. This person will be report to two co-located Vice Presidents who are looking for the following:
 
Leader effectiveness:
  • Organize and maintain calendars (i.e. both business and personal items that occur during business times) using a high level of integrity, managing across different time zones and markets.
  • Manage travel arrangements (i.e. sometimes personal as well business) including air, hotel, transfers, visas, and agendas
  • Organize internal and external business meetings, making all necessary arrangements including sending invitations, booking rooms and arranging catering.
  • Help organize Town Halls, Team Meetings, and Team Building events (i.e. venues, catering, dial in numbers, recordings, etc.)
  • Proactively ensure the leader is apprised of upcoming meetings, providing preparation support when necessary. Print calendars and agendas and provide to leader at the beginning of their working day
  • Prepares leaders correspondence (i.e. email, mail, etc.) when needed
  • Answers telephone when leader is not available, take accurate message, and screen/direct calls in a friendly and professional manner.
 
Team effectiveness:
  • Provide support (i.e. ordering, administrative, real estate, HR, payroll, etc.) to all team members who report up into the VP leaders including those in a different location
  • Ensure timely preparation and processing of expense reports and invoices
  • Assist in tracking and management of team budgets
  • Prepare monthly organization chart and head count updates
  • Work collaboratively with team members and colleagues across markets.
  • Ad hoc administrative / project work as requested by leaders that may include some use of PowerPoint presentations
 
Excel spreadsheets and other report formats, etc.
  • Manage/Update team SharePoint sites as needed
  • Update email lists/directories as needed when people leave or are added to the teams
  • Work with real estate to manage space for team members
  • Manage hard copy and electronic files and records for team as needed
  • Manage janitorial, maintenance, and facilities services for team
 
Office Environment & Productivity
  • Ensure a neat and orderly office environment
  • Order of office supplies, equipment, and manage real estate requests.
  • Key in payroll in a timely manner and send reminders for approval
  • Greet visitors and provide them with needed support (i.e. room arrangements, security access, etc.)
  • Record, transcribe & post the minutes of meetings as needed
  • Pick up meals and/or drinks occasionally for leader and visiting leaders/guests
  • Maintain a flow of “need to know” information to co-workers
  • Maintain office supply inventory and order additional supplies as needed
  • Maintain the efficient operation of office equipment by performing minor servicing duties and arranging for routine and necessary maintenance as needed
  • Help with procurement processes, SOWs, etc. when needed for vendor contracts
  • Take initiative on requests and inquiries of administrative nature
  • Faxes, photocopy documents as needed
  • Helps support corporate purchasing card setup/processes, etc.

Learning
  • Keep up to date on new technology/systems that are important to EA role efficiency and be proactive about requesting and taking training (i.e. Ariba, Travel booking systems, Outlook, etc.)

Qualifications

  • Minimum 2 years of executive administrative support experience within a large organization is desired
  • Must have proficiency in using MS Office including Word, Excel and PowerPoint, as well as productivity tools and systems – Live Meeting, webcam, phone functions, MS Outlook, etc.
  • Experience with tools like Ariba, Concur, Payroll, SharePoint, CareerTrack and myHR or similar tools is highly preferred
  • Effective verbal and written communications
  • Strong interpersonal, relationship and networking skills
  • Good time management and organizational skills
  • Ability to manage multiple priorities & work within deadlines
  • High level of integrity in handling sensitive and confidential information.
  • Ability to work with a sense of urgency and to remain calm under pressure.
  • Proactive, Resourceful, Flexible.
  • Be discrete, distribute information on a need to know basis
  • Possess a strong work ethic, be self-motivated and be a team player

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: 18012171
Schedule (Full-Time/Part-Time): Full-time
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