Executive/Administrative Assistant

American Express • Full-time • New York, NY, US • $24 - $48 / hour • 1w ago

At American Express, our culture is built on a 175-year history of innovation, shared values and Leadership Behaviors, and an unwavering commitment to back our customers, communities, and colleagues. As part of Team Amex, you'll experience this powerful backing with comprehensive support for your holistic well-being and many opportunities to learn new skills, develop as a leader, and grow your career.

Here, your voice and ideas matter, your work makes an impact, and together, you will help us define the future of American Express.
How will you make an impact in this role?

American Express entered the travel agency business in 1915 and today is one of the world’s largest luxury travel and lifestyle service networks. The Travel & Lifestyle Services (TLS) business provides exclusive access, differentiated value, extraordinary service, and unrivaled expertise to premium Card Members seeking leisure or business travel, as well as a variety of lifestyle services. The TLS COE (Center of Excellence) is tasked with uniting the travel and lifestyle benefits and strategic travel partner relationships globally to create structured and focused plans towards advanced Card Member engagement with Amex travel benefits.

The Executive Assistant is responsible for administrative support for the Vice President of Global Strategic Partnerships & Marketing and the Vice President of Global Marketing in TLS. All offices are dynamic, high-paced environments and therefore the day-to-day responsibilities require seamless collaboration across a wide range of business partners both inside and outside of American Express.

This position is an integral part of the team and requires an extremely proactive mindset to anticipate and adapt to the needs of two highly dynamic senior executives. The ideal candidate must be seasoned and experienced in handling a wide range of administrative related tasks and be able to work independently and confidently under pressure. Building strong relationships, being resourceful and knowing how to effectively navigate large organizations will also be critical to success in this position.

Responsibilities:

Work closely with the Chief of Staff, TLS Global Partnerships and Marketing to coordinate all office operations (i.e., monthly org charts, leadership calendars, emails/reminders, team trainings, etc.)
Collaborate with other members of Executive Associate team across American Express to address meeting requests in a timely manner and provide support when needed (i.e., large group meeting set up, team lunches, EA PTO coverage etc.)
Manage VPs’ heavy calendar activity and real-time schedules, coordinating meetings with senior executives and partner teams (both internal and external) across multiple locations and time zones and clearly communicating scheduling conflicts and changes to all stakeholders
Independently plan and coordinate domestic and international travel for VPs, including preparing detailed itineraries, air/hotel/car arrangements, meetings and contact details, visa & consular needs, etc.
Proactively and accurately manage external partner facing communications
Prepare, review, and process monthly expenses with detailed expense reports, in line with company policies and in a time-sensitive manner
Support team administration including updating distribution lists, onboarding for new hires, scheduling group-wide meetings (e.g., town halls, team activities, team meetings), and execute all meeting logistics
Manage VP documents in both hard files and online systems
Support real estate management, taking ownership of all workstation and technology challenges for the team; ensure office supplies, business cards, workstation needs are ordered in a timely fashion
Partner Events & Ticketing: Manage compliance submissions for partner events/gifts given or received by the VPs, lead invitation management with direction from VPs/Chief of Staff for partner events
Supporting ad hoc project work as needed from leadership

Qualifications:

Ability to manage multiple priorities, make sound decisions, and maintain discretion and confidentiality of sensitive information
Strong communication skills, both written and oral; strong relationship-building, and collaborating skills across multiple band levels
Excellent calendar management skills, including the coordination of travel and complex meetings with internal and external parties on a global level
Strategic thinker and ability to anticipate and mitigate issues that may arise
Ability to respond to new requests quickly while paying extreme attention to detail
Proven team player and collaborator
Positive attitude, solution-oriented and reliable
Calm under pressure balanced with sense of humor and flexibility
Expert knowledge of Microsoft Outlook and Microsoft Office and Word; working knowledge of Excel and PowerPoint
Strong working knowledge of common administrative systems and processes related to HR, purchasing, travel, expense management, and virtual meetings

Salary Range: $24.05 to $48.10 hourly + bonus + benefits

The above represents the expected hourly pay range for this job requisition. Ultimately, in determining your pay, we’ll consider your location, experience, and other job-related factors.

We back you with benefits that support your holistic well-being so you can be and deliver your best. This means caring for you and your loved ones' physical, financial, and mental health, as well as providing the flexibility you need to thrive personally and professionally:

Competitive base salaries
Bonus incentives
6% Company Match on retirement savings plan
Free financial coaching and financial well-being support
Comprehensive medical, dental, vision, life insurance, and disability benefits
Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
20+ weeks paid parental leave for all parents, regardless of gender, offered for pregnancy, adoption or surrogacy
Free access to global on-site wellness centers staffed with nurses and doctors (depending on location)
Free and confidential counseling support through our Healthy Minds program
Career development and training opportunities

For a full list of Team Amex benefits, visit our Colleague Benefits Site.

American Express is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law. American Express will consider for employment all qualified applicants, including those with arrest or conviction records, in accordance with the requirements of applicable state and local laws, including, but not limited to, the California Fair Chance Act, the Los Angeles County Fair Chance Ordinance for Employers, and the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. For positions covered by federal and/or state banking regulations, American Express will comply with such regulations as it relates to the consideration of applicants with criminal convictions.

We back our colleagues with the support they need to thrive, professionally and personally. That's why we have Amex Flex, our enterprise working model that provides greater flexibility to colleagues while ensuring we preserve the important aspects of our unique in-person culture. Depending on role and business needs, colleagues will either work onsite, in a hybrid model (combination of in-office and virtual days) or fully virtually.

US Job Seekers - Click to view the “Know Your Rights” poster. If the link does not work, you may access the poster by copying and pasting the following URL in a new browser window: https://www.eeoc.gov/poster

Employment eligibility to work with American Express in the United States is required as the company will not pursue visa sponsorship for these positions.

Apply