American Express Careers

Executive/ Administrative Assistant

New York, New York

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Job Description

This position provides critical administrative support at the Vice President level to assist leaders in Global Treasury Controllership organization in delivering against their individual and team goals.
The role supports one or more leaders 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. In this role you will be expected to 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 complex travel arrangements including air, hotel, transfers & visas
  • 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 in line with the Company’s expense policy
  • 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 team-building activities, including agenda prep, note taking, and material preparation
  • Establishing and maintaining an organized filing system
  • Producing presentations, documents and general correspondence
  • Support the on-boarding and off-boarding 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 HR administration
  • Procuring laptops, 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
  • 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, team-building activities and production of materials
  • Expense tracking related to office supplies, temporary resources, other limited budget lines, CPC statements, and/or leader’s Basic Control Account 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
  • 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, determine possible solutions, and actively work 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
Additional Requirements:
  • 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
Other Qualifications:
  • Minimum 3 – 5 years of executive administrative support experience within a large organization
  • 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: 18015428
Schedule (Full-Time/Part-Time): Full-time
Date Posted: Oct 4, 2018, 3:38:23 PM
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