Exec/Admin Assistant - The Personalization, Brand, and Communications Technology
JOB DESCRIPTION
Joining Amex Tech means discovering and shaping your contribution to something big. Here, you can work alongside talented tech teams and build a unique career with the Powerful Backing of American Express. With a range of opportunities to work with the latest technologies, and a commitment to back the broader engineering community through open source, our mission is to power your success. Because Amex Tech is powered by our technology, our culture, and our colleagues.
The Technology organization enables and accelerates the company’s growth strategies, delivering global capabilities and services in support of Amex’s customers and colleagues, while maintaining 24/7 servicing and availability to ensure an uninterrupted, high-quality customer experience. Technology provides the foundation for everything we do in the company while driving differentiation through building and leveraging innovative technology and data insight.
The U.S. Consumer Services and Digital Technology Team brings together foundational strategic technology capabilities in digital experience engineering, marketing technology, enterprise communications, travel, lifestyle and entertainment experiences, underpinned by our data technology model that enables hyper personalization. It employs a ground-breaking focus with development responsibilities for customer-facing capabilities that deepen and expand digital engagement, as well as core technical capabilities that cut across business lines and customer segments.
The Personalization, Brand, and Communications Technology (PBCT) team, within USCDT, brings together many of our targeting efforts and stitch together multiple connections that customers have with us
An exciting opportunity has arisen for an Executive Assistant to provide support to the Vice President, US Consumer & Digital Tech, and their global teams of multiple individuals. This position is an integral part of the team and needs to be extremely proactive in anticipating and adapting to the needs of the team. The candidate must have the ability to work well in a fast-paced engineering organization and manage multiple tasks and conflicting priorities with accuracy, flexibility, and attention to detail. Critical to the success of this position is the development of positive working relationships with a wide range of colleagues both within and outside of American Express. Additionally, this role will partner closely with the Manager Assistant, Project Manager and other EAs within the Web and Mobile Engineering Team and across other lines of business.
RESPONSIBILITIES
Proactively manage high volume of calendar appointments in multiple time zones across continents, always accommodating last minute changes and urgent business needs
Set the strategy for how the VP spends their time and proactively manage calendar based on this strategy, top priorities and when the VP will be in office
Actively flag and problem solve constraints such as determining delegates when attendees are unable to attend and ensuring read-ahead materials are provided when required.
Arrange and manage meetings and full days workshops, including scheduling of conference rooms in multiple locations, coordinating food, logistics, etc
Coordinate and perform monthly activities to include, bud not limited to, consolidating organization charts, distribution lists and compiling information required for operational deadlines.
Lead and/or assist in managing department-wide communication and activities, including but not limited to Global Townhalls
Ensure VP has the resources and equipment needed to do their job well including conference room booking, printing of meeting materials, and periodically ordering food
Lead end to end travel management for VP office including booking flights/hotels, scheduling meetings, ensuring content readiness, and troubleshooting if any issues arise
Provide detailed itineraries of trips, including hotel arrangements, transfers, meetings scheduled, contact details, addresses, etc
Prepare and submit VP’s expense reports on a timely basis including tracking team expenditure and monitoring of T&E and budget
Manage the team calendar and ensure it is both up to date and easily accessible
Manage 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 deadline
Maintain accurate databases electronically to include address books, distribution lists, files and contacts, timekeeping and payroll duties
Assist with recruitment for the team as needed such as scheduling interviews and associated tasks.
Manage aspects of on boarding/off boarding team members including contractors and consultants
Be versed in interacting with senior leaders and act as main point of contact for out of town VP's colleague visitors
Assist in preparing select PowerPoint presentations and retrieving and preparing reports, comfortable with manipulating data and performing basic analysis
Drive team culture through events, social gatherings, team meetings, offsites & strategic initiatives
Perform other related projects and duties as requested.
QUALIFICATIONS
Must be a resourceful and independent thinker, a self-starter with excellent prioritization skills
Must be tactful and discrete with a mature attitude to work, able to handle highly confidential information with the highest degree of integrity, professionalism, and diplomacy
Must demonstrate good judgment and decision-making capabilities
Experience in an executive assistant capacity in a fast-paces environment for large global companies
Highly developed organizational and time management skills with careful attention to detail, able to manage multiple tasks simultaneously and efficiently to meet tight deadlines.
Ability to anticipate well, ask the right questions before problems arise, and resolve/escalate matters accordingly
Ability to think end to end around assigned projects and responsibilities
Excellent verbal and written communication skills, strong relationship-building, interpersonal, influencing, and collaborating skills across multiple hierarchy levels
Ability to remain calm under pressure and comfortable working in fast paced environment with changing priorities
Highly proficient technical skills (Microsoft Outlook, Excel, Word, Power Point)
Proficiency and experience in using macOS and Slack, Concur, and AI tools to handle day to day activities.
Team player who is dependable, enthusiastic, and has a positive attitude.
Minimum high school diploma and 3-5 years of experience supporting executives with complex calendars and travel
Employment eligibility to work with American Express in the United States is required as the company will not pursue visa sponsorship for these positions.
ABOUT US
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. From delivering differentiated products to providing world-class customer service, we operate with a strong risk mindset, ensuring we continue to uphold our brand promise of trust, security, and service.
As part of Team Amex, you’ll experience our 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.
ABOUT THE TEAM
We back you with benefits that support your holistic well-being so you can be and deliver your best. This means caring for you and your loved ones' physical, financial, and mental health, as well as providing the flexibility you need to thrive personally and professionally:
For a full list of Team Amex benefits, visit out Colleague Benefits Site .
American Express is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law. American Express will consider for employment all qualified applicants, including those with arrest or conviction records, in accordance with the requirements of applicable state and local laws, including the California Fair Chance Act, the Los Angeles County Fair Chance Ordinance for Employers, and the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. For positions covered by federal and/or state banking regulations, American Express will comply with such regulations as it relates to the consideration of applicants with criminal convictions.
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.
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The below represents the expected salary range for this job requisition. Ultimately, in determining your pay, we’ll consider your location, experience, and other job-related factors.