American Express Careers

Senior Executive Assistant - Global Commercial Services

New York, New York
Administration

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Job Description

This position provides administrative support for the Executive Vice President (EVP) of Global Business Financing and Supplier Payments, in the Global Commercial Services (GCS) organization. The EVP’s office is a dynamic, fast-paced environment and therefore the day-to-day responsibilities require seamless collaboration across a wide range of stakeholders both inside and outside of American Express. This position is an integral part of the team and needs to be extremely proactive in anticipating and adapting to the needs of the senior executive and those in need of his/her time. The ideal candidate must be seasoned and have experience working in an Executive Office team, handling a wide range of administrative related tasks and be able to work independently and confidently under pressure. Building strong relationships, ability to manage and operate in a dynamic environment, being resourceful and knowing how to navigate large organizations will also be critical to success in this position.
 
Day to day responsibilities include, but are not limited to:
  • Manage complex calendar activity:  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 preparation of meeting materials
  • Making complex travel arrangements and itineraries including air, hotel, transfers and 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
  • Managing general follow-up and generating reminders in order to effectively meet deadlines and commitments
  • Managing long-term calendar views of critical meetings and events
  • Preparing and managing team organization charts
  • Reviewing all Ariba and other system requests to EVP prior to approval
  • Processing online Human Resources transactions with EVP and Chief of Staff
  • Procuring laptops, office supplies, office space, etc. and managing the procurement process including researching and approving invoices, and researching standard accounting errors
  • Time keeping and submission for the EVP’s Executive Office team
  • Manage administration including updating distribution lists, onboarding for new hires, setting up group-wide meetings (e.g. Town Halls)
  • Manage EVP documents in both hard files and online systems
  • Support real estate management
  • Work closely with the Executive Office team to coordinate EVP office operations

Qualifications

  • Our ideal candidate should have 5+years of previous experience as an Executive Assistant and be familiar with office management and technologies
  • Experience supporting global leaders located across multiple time zones
  • Experience exercising discretion and confidentiality with sensitive information
  • Motivated, proactive team player with strong initiative, organizational, administrative and interpersonal skills
  • Strong attention to detail with emphasis on accuracy, quality, timeliness, follow through and sense of urgency in executing
  • Must work well under pressure without losing composure and professionalis
  • Excellent verbal and written communication skills (via phone, email and in-person)
  • High level of proficiency using MS Office including Word, Excel and PowerPoint, as well as internal AXP (or related) tools and systems – Cisco phone functions, MS Outlook, SAP Ariba, Concur, Payroll, InviteManager, SharePoint and Peoplesoft
Excellent time management and organizational skills with a strong focus on accuracy and attention to detail, ability to work flexibly, sometimes under pressure
 
Proven ability to manage multiple priorities, work independently, work within deadlines in fast-paced, dynamic environment and execute across multiple initiatives/tasks
 
Ability to interact effectively and diplomatically with executives and Executive Assistants across the organization



ReqID: 19000436
Schedule (Full-Time/Part-Time): Full-time
Date Posted: Jan 9, 2019, 6:56:29 PM
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