American Express Careers

Exec/Admin Assistant I

Newburgh, New York

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Job Description

The Executive Administrative Assistant (EA) will provide administrative support to the Vice President of Aviation and will also provide support to Aviation Leaders as required and necessary to execute on key critical initiatives. This position is an integral part of the Aviation team, operating in a dynamic environment that requires seamless collaboration, technical expertise, and coordination across a wide range of internal and external stakeholders.  To be successful in this role, the EA must be extremely proactive in anticipating and adapting to the needs of the VP and those in need of his/her time. The ideal candidate must be experienced in handling a wide range of administrative related tasks and be able to work independently and confidently under pressure.
Responsibilities include, but are not limited to:
  • Manage calendar activity for VP’s meetings and schedule accordingly including travel arrangements and itineraries
  • Organize and manage all logistics for department meetings and events (quarterly town hall, LT meetings, offsite meetings, department events, etc.)
  • Manage “Aviation Square” updates and communication, as required
  • Prepare, reconcile and process expense reports in accordance with company and organization requirements using Concur Expense System
  • Manage updates to department organization charts
  • Support Technology Assets Program (iPad, iPhone, laptops, etc.)
  • Procure office supplies as required
  • Assist with management of training schedules for the Aviation team
  • Support records retention program, adhering to company policy, regulations and guidelines for both paper and electronic formats
  • Coordinate key metrics from functional areas, and report as required
  • Other administrative duties as required


  • Ability to be flexible in terms of work schedule outside of normal business hours when occasionally required
  • A team player who is dependable and exhibits enthusiasm
  • High level of proficiency using MS Office including Outlook, Word, Excel and PowerPoint, as well as internal AXP (or related) tools and systems – WebEx Meeting, Skype, phone functions, Ariba, Concur, SharePoint
  • Excellent communication skills, both written and oral, strong interpersonal and collaborating skills
  • Ability to think ‘end-to-end’ through assigned projects and responsibilities
  • Ability to work independently and thrive in an environment of frequently shifting priorities
  • Ability to operate with a high level of integrity and maintain complete confidentiality
  • Minimum 3-5 years of executive administrative support experience within a large organization
  • Associate Degree required, Bachelors' preferred 
  • 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: 18015961
Schedule (Full-Time/Part-Time): Full-time
Date Posted: Oct 11, 2018, 4:38:13 PM
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