Executive Assistant to Vice President - Customer 360 Team

Job Description

You Lead the Way. We’ve Got Your Back.

At American Express, we know that with the right backing, people and businesses have the power to progress in incredible ways. Whether we’re supporting our customers’ financial confidence to move ahead, taking commerce to new heights, or encouraging people to explore the world, our colleagues are constantly redefining what’s possible - and we’re proud to back each other every step of the way. When you join #TeamAmex, you become part of a diverse community of over 60,000 colleagues, all with a common goal to deliver an exceptional customer experience every day.

Each day, American Express makes it easier, safer and more rewarding for consumers and businesses to purchase the things they need and for merchants to sell their goods and services, enabling them to do and achieve more.

We’re committed to becoming the world’s most respected service brand, continually striving to deliver the best possible service to customers all around the world. We enable our customers to do and achieve more.

This position will be part of a fast-paced & innovative team within Enterprise Digital and Analytics (EDA). The role supports Customer 360 which help build foundational data capabilities used across enterprise. The team is focused on enabling the best customer experience everyday through a differentiated set of products and services. A key part to accomplishing this vision, is knowing your customers (individuals and businesses) and having a holistic understanding of them.

An exciting opportunity has arisen to join this team as Executive Assistant and provide high-level administrative support a B50 and a team of almost 80+ individuals.

Responsibilities:

• Proactively manage high volume of diary appointments in multiple time zones across 5 continents, always accommodating to last minute changes and urgent business needs.
• Determine importance of meeting requests in the context of VP’s priorities and schedule accordingly.
• Monitor and flag VP’s inbox and proactively actioning things on his behalf when applicable, including approvals preventing them from escalating.
• Add key deadlines, reminders and SVP key dates in calendars and ensure the information contained therein is accurate and up to date.
• Lead and/or assist in managing department-wide communication and activities, including but not limited to Townhalls
• Prioritise requests and ensure deadlines are met.
• Perform monthly activities to include, but not limited to, consolidating organisation charts and distribution lists, performing cost centre and CPC reconciliations, track team expenditure, sending communications on behalf of VP, compiling information i.e. mid & year end feedback
• Arrange international and domestic travel agendas; transfers, including visas and assist team members with their visa application letters, maintain information in calendars, one-click accessible
• Deal with all aspects of on boarding/off boarding team members including contractors and consultants, raise all the relevant new starters’ requests (Employee ID, Log in details, email, laptop, desk phone, remote access and access to relevant sites/drives, corp card if applicable- Recover Amex property prior to employees leaving.
• Ensure new starters that all the mandatory trainings are done within a month of joining the company i.e. Anti-Corruption, ONCOP, Privacy & Security Awareness, Code of Conduct etc- Raise waiver requests for consultants, staff on mat/pat/sick leave, pull incomplete training reports making sure departmental deadlines are met
• Prepare and submit VP’s expense reports on a timely basis including those on maternity/sick leave; track team expenditure and monitor T&E and budget.
• Be versed in dealing and interacting with senior executives and act as main point of contact for EDA senior executives while in town ensuring their passes are activated, office/meeting space is booked and all their needs are met.
• Maintain accurate databases electronically to include address books, files and contacts.
• Make the relevant amendments in MYHR (transfers, terminations, salaries changes, department/job codes and cost & responsibility centres, etc) on behalf of VP- Ensure transfers are sitting under the right codes.

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

Skills Required:

• Experience in an executive assistant capacity to VP leadership in a fast-paced environment for large global companies.
• Meticulous skills with a verifiably excellent performance track record with a desire to exceed expectations at all times.
• Able to anticipate well, ask the right questions before problems arise and escalate matters accordingly.
• Skilled in upper-level administrative support functions including extremely strong follow-up skills.
• Highly proficient technical skills (Microsoft Outlook, Excel, Word, Power Point).
• Able to handle highly confidential information and to think and act independently and strategically.
• Highest degree of integrity, professionalism, diplomacy, and discretion required.
• Capable of handling multiple tasks efficiently and effectively and meet tight deadlines.
• Must demonstrate good judgment and decision-making capabilities.
• Must be a resourceful and independent thinker.
• Must be a self-starter with excellent prioritisation skills.
• Excellent verbal and written communication skills.
• Highly developed organizational and time management skills with careful attention to detail.
• Ability to prioritize and manage multiple tasks simultaneously.
• Flexible and easily adaptable to changing priorities.
• Employment eligibility to work with American Express in the U.S. is required as the company will not pursue visa sponsorship for these positions.

American Express is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, age, or any other status protected by law