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Executive Assistant

2 months ago

Burgess Hill, United Kingdom American Express Full time
About the Role

We are seeking a highly skilled and organized Executive Assistant to support two UK-based Vice President (VP) leaders within the Enterprise Platforms Centre of Excellence. This is a dynamic and fast-paced role that requires seamless collaboration and coordination across a wide range of businesses and levels.

Key Responsibilities
  • Coordinate and manage two busy calendars across dispersed locations and differing global time-zones
  • Partner with senior executive offices to ensure professional representation from the office of the VPs
  • Coordinate directly with EAs spanning multiple time-zones for superior coordination and accelerated decisioning
  • Organize internal and external meetings and team events, including sending invitations, reserving space, audio/visual setup, and production of meeting materials when applicable
  • Book complex travel itineraries including air, hotel, transfers, and visas. Build itineraries and provide advance preparation for VPs
  • Monitor VPs email In Box, filtering emails for response as required
  • Prepare, review, and process expense reports. Be well versed in expense policies and help to ensure team stays within budget
  • Follow up with VPs' global teams on training, HR-related requirements, and deadlines
  • Group administration: regularly update and maintain global distribution lists, update organisation charts monthly, manage and track team budgets etc
  • Provide support for Senior Leadership visits, including assisting with itinerary, agenda, room bookings, executive car requirements etc
  • Support driving team culture through coordinating events, social gatherings & strategic initiatives
Requirements
  • 3+ years' experience supporting at VP Level
  • Highly organized with an ability to anticipate, adapt, prioritize, and fulfill multiple tasks with a sense of urgency and in a fast-paced environment
  • Strong follow-up skills with excellent accuracy and attention to detail
  • Strong work ethic, highly self-motivated, strong decision-making skills with proven ability to act autonomously in day-to-day activities
  • Strong interpersonal skills. Comfortable representing a department while interacting with individuals at all levels of an organization (both internal and external), particularly senior levels
  • Excellent calendar management skills, including the coordination of complex meetings, team events and scheduling travel arrangements
  • A strong sense of integrity with ability to handle sensitive issues and maintain complete confidentiality
  • Excellent verbal and written communication skills. Confident communicator to a wide range of stakeholders at all levels across the organisation and externally
  • Intermediate to advanced computer skills required, including proficiency with MS Office including PowerPoint, Excel, Word and Outlook, together with communication tools such as Webex, Slack and Confluence
  • Knowledge of American Express applications, including but not limited to Concur Expense Management, Oracle, TechSource, MyHR, Payroll, CareerTrack, and the IT Service Catalog (TechCare) is preferred, but not essential
What We Offer
  • Competitive base salaries
  • Bonus incentives
  • Support for financial-well-being and retirement
  • Comprehensive medical, dental, vision, life insurance, and disability benefits (depending on location)
  • Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
  • Generous paid parental leave policies (depending on your location)
  • 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