Executive Administrative Assistant London, England
Job description
You Lead the Way. We’ve Got Your Back.
With the right backing, people and businesses have the power to progress in incredible ways. When you join Team Amex, you become part of a global and diverse community of colleagues with an unwavering commitment to back our customers, communities and each other. Here, you’ll learn and grow as we help you create a career journey that’s unique and meaningful to you with benefits, programs, and flexibility that support you personally and professionally.
At American Express, you’ll be recognized for your contributions, leadership, and impact - every colleague has the opportunity to share in the company’s success. Together, we’ll win as a team, striving to uphold our company values and powerful backing promise to provide the world’s best customer experience every day. And we’ll do it with the utmost integrity, and in an environment where everyone is seen, heard and feels like they belong.
Join Team Amex and let’s lead the way together.
This position to be the Executive Assistant for two Vice Presidents and their extended leadership teams.
How will you make an impact in this role?
- Calendar management using high level of integrity, attention to detail, potentially managing across different time zones and markets
- Coordinate all business travel arrangements for the VPs
- Organise internal and external business meetings, making all necessary arrangements including booking rooms, arranging catering and agendas, and contract review
- Organise team meetings, 1:1 and skip level schedules throughout the year; this will also include team events, town halls and training sessions.
- Preparation for meetings including PowerPoint presentations, Excel spreadsheet reports, agendas and capturing minutes
- Maintain Team Organisation charts, track recruitment and headcount
- Responsible for all on-boarding activities of new hires as appropriate
- Communicate effectively within the organisation on behalf of the VPs when required, following up on requests
- Assist with appropriate email delegation/reacting and responding on behalf of leader, prioritizing what is important and urgent
- Ad-hoc administrative/project work and tasks as directed by leader(s)
- Maintain department payroll and office supply management
- Support ad hoc projects for teams within the department as assigned
- Proactively managing the monthly expense process on behalf of the VPs in alignment with the company policy ensuring that claims are submitted and paid ahead of the payment deadline
- Play a key part in the GMS UK engagement team and assist with - and lead – events and activities during the year
- Maintaining contact lists and other documents as appropriate
- Processing all purchase requests and IT service catalogue tickets on behalf of the teams in a timely manner
- Providing executive assistant support to visiting senior leaders whilst in the American
- Express offices in the UK and delegating for other EAs as required
Minimum Qualifications
- Strong executive administrative experience
- Demonstrated ability to interact with all levels of management as well as the ability to handle confidential and sensitive information with discretion
- Good team player who collaborates well and engages with all team members
- Demonstrated ability to work calmly under pressure in a fast paced work environment
- Highly developed organisational and time management skills
- Strong PC skills to include efficiency with the Microsoft Office suite
- Ideally the candidate will also have experience in systems such as ARIBA Buyer, Concur and CTO
- Must have the ability to manage multiple daily requests and perform tasks with high accuracy
- High quality oral and written communication skills
- Excellent organisational skills with careful attention to detail
- Ability to prioritise and manage multiple tasks simultaneously
- Good analytical and problem solving skills
- Proactive, able to work independently and with a positive attitude Flexible and easily adaptable to changing priorities
- Strong attention to detail and timely direct follow up
We back our colleagues and their loved ones with benefits and programs that support their holistic well-being. That means we prioritize their physical, financial, and mental health through each stage of life. Benefits include:
- 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 work arrangements and schedules with hybrid and virtual options with Amex Flex
- 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
At American Express, you’ll be recognized for your contributions, leadership, and impact—every colleague has the opportunity to share in the company’s success. Together, we’ll win as a team, striving to uphold our company values and powerful backing promise to provide the world’s best customer experience every day. And we’ll do it with the utmost integrity, and in an environment where everyone is seen, heard and feels like they belong.
Offer of employment with American Express is conditioned upon the successful completion of a background verification check, subject to applicable laws and regulations.
