Executive Administrative Assistant - Conversational Intelligence

Company: American Express Co
Location: Hempstead
Posted on: May 12, 2022

Job Description:

DescriptionYou 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.The Platform & Operations Engineering team is a T-shaped technology team with cross functional, horizontal responsibilities for the Enterprise Communications and Conversational Intelligence Platforms and their operations, and vertical responsibilities for Global Email Marketing and Enterprise Inbound Communications engineering teams. This is a group of highly talented and motivated technology professionals and engineers who are on a journey to transform the technlogy operations space and deliver global products to our customers.An exciting opportunity has arisen to join this team as an Executive Assistant and provide administrative support to the Vice President and her team. The day-to-day activities include calendar management, logistics coordination, expense management, travel for the Vice President. This position is an integral part of a dynamic and fast paced team that requires seamless collaboration and coordination across a wide range of teams, business units and hierarchy levels. The ideal candidate must have experience in handling a wide range of administrative related tasks, have an interest and passion in supporting leaders and be able to work confidently and independently.Responsibilities:Proactively manage high volume of calendar appointments in multiple time zones across continents, always accommodating last minute changes and urgent business needsAble to anticipate well, ask the right questions before problems arise, and resolve/escalate matters accordinglySet the strategy for how the VP spends her time and proactively manage calendar based on this strategy, top priorities and when the VP will be in officeManage the team calendar and ensure it is both up to date and easily accessibleManage and track all approvals, trainings, processes, and standard reporting coming out of office including sending team reminders and validating action items were completed before their deadlineMaintain and consolidate organization chartsPrepare and submit VP's expense reports on a timely basis including tracking team expenditure and monitoring of T and budgetLead and/or assist in managing department-wide communication and activities, including but not limited to Global TownhallsLead end to end travel management for VP office including booking flights/hotels, scheduling meetings, ensuring content readiness, and troubleshooting if any issues ariseManage aspects of on boarding/off boarding team members including contractors and consultantsBe versed in dealing and interacting with senior leaders and act as main point of contact for out of town VP's colleague visitorsMaintain accurate databases electronically to include address books, distribution lists, files and contacts, timekeeping and payroll dutiesEnsure VP has the resources and equipment needed to do her job well including conference room booking, printing of meeting materials, and periodically ordering foodAssist in preparing select PowerPoint presentations and retrieving and preparing reports, comfortable with manipulating data and doing basic analysisDrive team culture through events, social gatherings, team meetings, offsites & strategic initiatives Minimum Qualifications:Able to anticipate well, ask the right questions before problems arise and escalate matters accordinglyAbility to think end to end around assigned projects and responsibilitiesAbility to work under pressure, to tight deadlines and with strong attention to detail and timely follow-upMust be tactful and discrete with a mature attitude to work, able to handle highly confidential information with the highest degree of integrity, professionalism, and diplomacyMust demonstrate good judgment and decision-making capabilitiesAbility to remain calm under pressure, and capable of handling multiple tasks efficiently and meet tight deadlinesMust be a resourceful and independent thinker, a self-starter with excellent prioritization skillsHighly developed organizational and time management skills with careful attention to detail, able to manage multiple tasks simultaneouslyAbility to work in fast paced environment with changing prioritiesExcellent verbal and written communication skills, strong relationship-building, interpersonal, influencing, and collaborating skills across multiple hierarchy levelsHighly proficient technical skills (Microsoft Outlook, Excel, Word, Power Point)Team player who is dependable, enthusiastic, and has a positive attitude.Experience in an executive assistant capacity to senior leadership in a fast-paced environment for large global companiesMinimum high school diploma and 3-5 years of experience supporting executives with complex calendars and travel 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.If the role you are applying for is designated as hybrid or onsite, you will be required to demonstrate that you have completed your primary COVID-19 vaccination series (i.e., 2 doses for Moderna/Pfizer and 1 dose for J) and, for medically eligible* colleagues, a booster shot, in order to work in or visit any of our offices. This requirement is subject to legally required accommodations.*Booster eligibility: The CDC has established guidelines for when adults are eligible to receive booster shots depending on when they completed their initial vaccine series (currently five months after the Pfizer-BioNTech and Moderna vaccines, and two months after the J Vaccine). If you have completed your primary vaccine series but have not yet reached your booster eligibility date, you will be able to come into the office; however, you will need to complete your booster within 30 days of becoming eligible to continue coming in and participating in company-sponsored in-person eventsEmployment 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.

Keywords: American Express Co, Hempstead , Executive Administrative Assistant - Conversational Intelligence, Administration, Clerical , Hempstead, New York