American Express Exec/Admin Assistant I in New York, New York
This Executive Administrative Assistant position will support the head of the EDA Customer Data Science & Analytics team. Serving as the central point of coordination for a diverse, flexible, fun loving and dynamic team. The ideal candidate will be organized, pro-active, able to multitask and interested in making a positive impact on team culture. A successful colleague in this position must be able to form strong working relationships across the company.
Tactical responsibilities will include, but are not limited to:
Calendar 1.Assist with scheduling meetings and booking rooms – team and partners set is geographically dispersed (e.g. NY, Phoenix, India, London) 2.Ensure all meetings have dial-in (webex or telepresence) and rooms 3.Ordering and picking up food for meetings if needed
Expenses 1.File expenses by end of first week of every month 2.Ensure expense reports are approved on time every month 3.Reviewing expense reports submitted by direct reports for leader approval; ensuring that company policies are followed
Time Management 1.Fill out VP timesheets 2.Ensure direct report PTO time is entered into calendar properly
Travel 1.Book travel, taking into consideration preferred airports, hotels, times 2.Keeping track of flight details to update on flight cancellations or flight delays 3.Assist quickly with unforeseen issues such as flight cancellations, flight delays, re-bookings 4.Visa applications and invite letters from host country if required
Onboarding / Offboarding 1.Work with HR on scheduling 2.Greet and escort candidates to meeting rooms 3.Assist new hires with onboarding (ex: laptops, phones, lockers, materials) 4.Manage offboarding (ex: decommission laptops, IDs)
Other 1.Updating team org charts 2.Organizing team/employee/staff meetings across geographies (ex: work with facilities, set up rooms if telepresence, work with food vendors)
•5 Previous experience with a wide range of administrative tasks highly preferred •Excellent organizational, administrative and interpersonal skills •Excellent calendar management skills, including the coordination of complex meetings with internal and external parties •Skilled at planning and arranging domestic and international travel is highly desired •Strong sense of integrity with ability to handle confidential and sensitive information with discretion •Proven team player •Strong written and verbal communication skills •Attention to detail and timely follow-up •Ability to prioritize multiple tasks with minimal guidance and to proactively identify and resolve issues •Positive attitude, solution oriented demeanor, and reliable •Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint •Strong working knowledge of American Express Company processes and internal systems (e.g., myHR, Ariba Buyer, Concur, etc.) is preferred •American Express experience is a plus
Employment eligibility to work with American Express in the U.S. is required as the company will not pursue visa sponsorship for this position.
Title: Exec/Admin Assistant I
Location: New York-New York
Requisition ID: 19002934