Senior Administrative Assistant

At American Express, our culture is built on a 175-year history of innovation, shared values and Leadership Behaviors, and an unwavering commitment to back our customers, communities, and colleagues. As part of Team Amex, you'll experience this powerful backing with comprehensive support for your holistic well-being and many opportunities to learn new skills, develop as a leader, and grow your career.

Here, your voice and ideas matter, your work makes an impact, and together, you will help us define the future of American Express.

Join Team Amex and let's lead the way together.

As part of our diverse tech team, you can architect, code and ship software that makes us an essential part of our customers’ digital lives.  Here, you can work alongside talented engineers in an open, supportive, inclusive environment where your voice is valued, and you make your own decisions on what tech to use to solve challenging problems.  American Express offers a range of opportunities to work with the latest technologies and encourages you to back the broader engineering community through open source.  And because we understand the importance of keeping your skills fresh and relevant, we give you dedicated time to invest in your professional development.  Find your place in technology of #TeamAmex.

The Enterprise Architecture team at Amercian Express, aims to promote excellence through architectural discipline and controls, enable efficiencies across the enterprise, and foster collaboration, innovation and value creation. 

How will you make an impact in this role?

As Executive Assistant to the Chief Architect & SVP, you will be responsible for providing an exceptional standard of support. You will work autonomously and efficiently, anticipating the leader’s needs and “connecting the dots” behind the scenes. We are looking for a candidate that is highly energetic, organized, flexible, and is used to working in a fast, and at times high pressure environment with numerous conflicting priorities. The ideal candidate needs to be a self-starter and can prioritize competing demands while keeping the Chief Architect and her chief of staff informed and aware.

Primary Responsibilities

• Organization of complex calendar management using high level of integrity, managing across senior business partners, dispersed locations and differing time zones. Managing long-term calendar views of critical meetings and events.
  
• Meet regularly with the Chief Architect to actively flag and solve calendar constraints such as identifying delegates, ensuring read-ahead materials are provided when required, appropriate attendees are included in invites, and conflicts are resolved.
  
• Arranging meeting rooms, video and audio conferencing as well as coordinating team meetings, activities and other events.
  
• Booking complex international travel itinerary with knowledge of Amex travel booking tools, preferred vendors and associated policies.
  

• Assist the leader in internal travel as appropriate between offices/ premises or any other trips as appropriate

• Ensuring timely preparation and processing of expense reports

  which include travel, food, medical, corporate vehicle or any other category as appropriately indicated

  ; tracking and processing of invoices; review expenses submitted to leader and highlight any out of policy spend.
• Organizing new starters first days, workstation, PC’s, stationery, and all HR/PeopleSoft administration. Helping to co-ordinate recruitment and development activities.
  
• Assisting with timekeeping and payroll duties, organization charts and completing cost-centre reconciliations
  
• In conjunction with other Executive Assistants, organize and coordinate activities associated with Town Halls, Senior Management visits, and other employee-related activities and events.
  
• Support of ad hoc special project which may be confidential and sensitive in nature.
  
• Support Employee Engagement initiatives, Sr. Leader / team updates and other USCDT Cross Platform related projects as needed. Managing general follow-up and generating reminders to effectively meet deadlines and commitments
  
• This is a hybrid position which requires

  atleast

  3-days per week in office.

• Ability to handle instructions when the leader is out of office to handle activities beyond calendar management

• Key MIS anchoring

  • Keep track of Team and Org structure updated with new comers and exits

  • Keep all distribution lists updated with newcomers and exits

  • Seating- Trac of seating and ensure seats are appropriately allocated in case of movements

  • Identify and track 3 day work from office of the team if required in case of exceptional basis or as required by the leader

  • Record management of key tech partner visiting cards, contacts etc.

• Adhere to other official task/requirement which would be added from time to time

Required Qualifications

• Ability to work in a complex, fast-moving environment while adhering to tight deadlines and with strong attention to detail.
  
• Strong maturity with ability to effectively prioritize VP office responsibilities.
  
• Ability to work under minimal direction, manage multiple priorities, make sound decisions, and maintain discretion and confidentiality of sensitive information.
  
• Team player who is dependable and enthusiastic.
  
• Strong PC skills in MS Office applications (e.g. Word, PowerPoint, Excel) and Outlook (may work with VP’s email).
  
• Excellent communication skills, both written and oral; strong interpersonal, influencing, and collaborating skills.
  
• Demonstrated ability to take the initiative to spot problems before they arise, find solutions, and provide timely follow-through
  
• Proficiency in American Express applications, including but not limited to Concur Expense Management, Ariba Buyer, eHR, Payroll, BrassRing, and the IT Service Catalog.
  
• Proficiency in American Express applications, including but not limited to Concur Expense Management, Ariba Buyer, eHR, Payroll, BrassRing, and the IT Service Catalog.
  

• 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