American Express Careers

Exec/Admin Assistant

New York, New York

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Job Description

Why American Express?
There’s a difference between having a job and making a difference.
American Express has been making a difference in people’s lives for over 160 years,
backing them in moments big and small, granting access, tools, and resources to take
on their biggest challenges and reap the greatest rewards.
We’ve also made a difference in the lives of our people, providing a culture of learning
and collaboration, and helping them with what they need to succeed and thrive. We
have their backs as they grow their skills, conquer new challenges, or even take time to
spend with their family or community. And when they’re ready to take on a new career
path, we’re right there with them, giving them the guidance and momentum into the
best future they envision.
Because we believe that the best way to back our customers is to back our people.
The powerful backing of American Express.
Don’t make a difference without it.

Don’t live life without it.



The Executive Assistant is a critical member of the Digital workplace, Content and Collaboration team who will directly support Digital Workplace VP’s by providing high-level administrative support. The EA not only provides organizational support and ensures that the team’s logistical needs are met, but also helps to promote a positive atmosphere.


    This role is for a busy VP that requires strong administrative support, includes:

    • Calendar management (meeting scheduling and logistical coordination)
    • Town Halls planning and coordination
    • Coordination of onsite & offsite meetings with vendors
    • Phone, email, and voicemail support
    • T&E management
    • International & domestic travel arrangements
    • Become focal point of contact for the VP, team and C\\vendors
    • Organizational support includes personnel-related tasks (on-boarding and off-boarding employees, maintenance of organizational charts, business continuity planning)
    • Supply management
    • Attendance tracking, and other ad-hoc projects
    • You will be given as much responsibility as you are interested in and capable of managing

    Core Accountabilities:

    • Team player that works with other EAs to coordinate complex meetings/events for the VP & the team, establishing and maintaining an organized filing and tracking system
    • Calendar management is critical for the success of the organization & VPs, annual planning for events, town halls, onsite & offsite meetings, following meetings cadence when planning meetings across all levels
    • Flexible with changing priorities and meeting changes to accommodate other leaders & team calendars
    • Coordination of complex internal & external meetings, across multiple time zones, and management of calendar conflicts
    • Managing logistics for all necessary arrangements including sending invitations, reserving space, audio, Telepresence & visual setup and production of meeting materials when applicable
    • Planning and hosting of VP site visits, team events that may include attendee invites, hotel/transportation arrangements, conference room reservations, catering/restaurant reservations, team-building activities and production of materials.
    • Ensuring timely preparation and processing of expense reports; tracking and processing of invoices
    • Organizing regular team meetings, 1:1s with direct reports, other team members, staff meetings and round table meetings
    • Managing general follow-up and generating reminders in order to effectively meet deadlines and commitments
    • Support the on-boarding and off-boarding of team members and contractors by leveraging appropriate processes/partners/tools to submit requests into Ariba, procuring laptops/PCs, office supplies, workspace, phones, Corporate Cards, conference bridges, and HR administration.
    • Managing the procurement process including researching and approving invoices, and researching standard accounting errors
    • Time keeping and submission for the VP, managing travel arrangements including air, hotel, transfers, and agendas

    Educational requirement:

    • Bachelor Degree
    • A positive can-do attitude
    • Complex calendar management experience is a must
    • Travel booking experience is required
    • Must have an excellent command of English, including grammar, syntax, and diction. Previous personal international travel experience is desired

    Preferred Additional:

    • Must have a desire to understand the goals of the team and the relative importance of various partners and what they do.
    • Demonstrated ability to interact with Senior Management and handle confidential and sensitive information with discretion.
    • Strong work ethic, highly self-motivated, but understands the key need to be a team player.
    • Ability to multi-task and prioritize in an extremely fast paced environment.
    • Strong interpersonal and communication skills with the ability to form professional relationships across all areas of the organization.
    • Excellent organizational and time management skills with strong attention to detail
    • Ability to effectively prioritize VPs’ office responsibilities.
    • Ability to be proactive and take initiative to anticipate the needs of a complex office.
    • Demonstrated ability to remain calm under pressure and be flexible to changing priorities.
    • Proficient in Microsoft Outlook, Excel, Word, PowerPoint and ability to manage Concur, Ariba Buyer other internal platforms.
    • Familiarity with conference tools, (e.g.: Telepresence, WebEx, Skype for Business, etc.)
    • Minimum 3-5 years of executive administrative support experience within a large organization.
    • 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: 19005951
    Schedule (Full-Time/Part-Time): Full-time
    Date Posted: Mar 28, 2019, 4:00:49 PM
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