Administrative Executive Partner

3 weeks ago

London, Greater London, United Kingdom American Express Full time
Your Journey Begins Here. We Support Your Growth.

At American Express, we believe that with the right support, individuals and organizations can achieve remarkable progress. By joining our team, you become part of a diverse and global community dedicated to supporting our clients, communities, and one another. Here, you will have the opportunity to develop and advance your career in a way that is uniquely yours, with benefits and programs designed to support your personal and professional growth.

At American Express, your contributions and leadership will be acknowledged, as every team member has the chance to participate in the company's success. Together, we strive to uphold our core values and commitment to delivering exceptional customer experiences daily, all while maintaining the highest standards of integrity in an inclusive environment where everyone feels valued and heard.

Join us at American Express and let’s embark on this journey together.

The essence of our organization lies not only in the services we provide but also in the meaningful relationships our clients have with our brand. You will have the chance to design digital experiences—from payment solutions to rewards and customer service—that keep us connected to our clients at every interaction. By enhancing digital services and providing seamless payment options, you can significantly impact our clients' lives and help distinguish us in the marketplace.

Our International Card and Risk Services Technology (ICRST) team is in search of a proactive Executive Assistant who thrives in a dynamic environment, showcasing outstanding communication abilities, initiative in problem-solving, and adaptability. The ideal candidate will have a strong command of Microsoft Office, the capability to manage intricate tasks independently, and provide executive support with professionalism and accuracy.

The Executive Assistant will play a vital role within the ICRST organization, collaborating closely with the broader team and the Executive Office. Exceptional teamwork, organizational capabilities, and a proven track record of managing comprehensive processes are essential. Furthermore, this role will contribute to technology campus initiatives by engaging in various community activities.

Key Responsibilities:
  • Manage Outlook scheduling: coordinate and oversee a busy calendar across various locations and global time zones.
  • Partner with senior executive offices to ensure professional representation from the office of the VP.
  • Coordinate with EAs across multiple time zones for enhanced collaboration and expedited decision-making.
  • Organize internal and external meetings and team events, including sending invitations, reserving venues, setting up audio/visual equipment, and preparing meeting materials as needed.
  • Arrange complex travel itineraries, including flights, accommodations, transfers, and visas, while preparing detailed itineraries for the VP.
  • Prepare, review, and process expense reports monthly, ensuring adherence to expense policies and budget constraints.
  • Follow up with the VP's global teams regarding training, HR-related requirements, and deadlines.
  • Maintain group administration: regularly update global distribution lists, monthly organization charts, and manage team budgets.
  • Assist with Senior Leadership visits, including itinerary planning, agenda setting, room bookings, and executive transportation needs.
  • Foster team culture by coordinating events, social gatherings, and strategic initiatives.
  • Organize Town Halls, Team Huddles, and Offsite meetings.
  • Maintain office-related files, including confidential documents.
Required Experience & Skills:
  • 5+ years of experience supporting at the VP level.
  • Highly organized with the ability to anticipate needs, adapt, prioritize, and manage multiple tasks in a fast-paced environment.
  • Familiarity with American Express applications and systems, including Concur Expense Management, Oracle, TechSource, MyHR, CareerTrack, and the IT Service Catalogue.
  • Advanced computer skills, including high proficiency in MS Office (PowerPoint, Excel, Word, and Outlook) and communication tools such as Slack, Confluence, and Webex.
  • Strong follow-up skills with excellent attention to detail.
  • Self-motivated with strong decision-making abilities, capable of working autonomously in daily activities.
  • Excellent interpersonal skills, comfortable representing a department while engaging with individuals at all organizational levels.
  • Exceptional calendar management skills, including coordinating complex meetings, team events, and travel arrangements.
  • A strong sense of integrity with the ability to handle sensitive matters and maintain confidentiality.
  • Outstanding verbal and written communication skills, able to engage confidently with a wide range of stakeholders.
  • Ability to identify opportunities for process improvements and streamline procedures.
  • Capability to manage workload effectively and operate independently.
  • Results-driven, with the ability to handle multiple tasks, meet strict deadlines, and prioritize effectively.
  • Agility to contribute to various tasks across multiple markets in a rapidly changing environment.
  • Resilience to perform well under pressure and adapt to evolving circumstances.
  • Experience working with a global team.
We are committed to supporting our colleagues and their families with comprehensive benefits and programs that enhance their overall well-being. This includes prioritizing physical, financial, and mental health throughout various life stages. Benefits encompass:
  • Competitive base salaries.
  • Bonus incentives.
  • Support for financial well-being and retirement planning.
  • Comprehensive medical, dental, vision, life insurance, and disability benefits (depending on location).
  • Flexible working arrangements, including hybrid, onsite, or virtual options based on role and business needs.
  • Generous paid parental leave policies (depending on location).
  • Access to global on-site wellness centers staffed with healthcare professionals (depending on location).
  • Confidential counseling support through our Healthy Minds program.
  • Opportunities for career development and training.
Employment with American Express is contingent upon the successful completion of a background verification check, in accordance with applicable laws and regulations.

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