Logo of Huzzle

Home

Matches

Explore

Manage

Executive Administrative Assistant

image

American Express

18d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • London

AI generated summary

  • You need 5+ years supporting at VP level, strong organizational and communication skills, proficiency in MS Office and relevant systems, and the ability to manage multiple tasks in a fast-paced environment.
  • You will manage calendars, coordinate meetings and travel, handle expense reports, support team events, maintain files, and assist with senior leadership visits and training requirements.

Requirements

  • Minimum Qualifications
  • 5+ years’ experience supporting at VP Level
  • Highly organized with an ability to anticipate, adapt, prioritize, and fulfil multiple tasks with a sense of urgency across a fast-paced environment
  • Working knowledge of American Express applications and systems, including but not limited to Concur Expense Management, Oracle, TechSource, MyHR, CareerTrack, and the IT Service Catalogue.
  • Advanced computer skills including high proficiency of MS Office, including powerpoint, excel, word and outlook, together with the communication tools, Slack, Confluence and Webex.
  • Follow-up skills with excellent accuracy and attention to detail
  • Self-motivated, strong decisioning making skills with proven ability to act autonomously in day-to-day activities
  • Strong interpersonal skills. Comfortable representing a department while interacting with individuals at all levels of an organisation (both internal and external), at senior levels
  • Excellent calendar management skills, including the coordination of complex meetings, team events and scheduling travel arrangements
  • A strong sense of integrity with ability to handle sensitive issues and maintain complete confidentiality
  • Excellent verbal and written communication skills both face to face and remote, confident communicator to a wide range of stakeholders at all levels across the organisation and externally
  • Ability to see opportunities for process improvements across all areas of the role, through implementation of new systems, elimination of non-value-added work and streamlining of functional procedures.
  • Ability to manage own workload and operate autonomously
  • Results driven - ability to perform multiple tasks, work to strict deadlines and prioritise tasks.
  • Agility to contribute to a variety of tasks, across multiple markets in an environment of rapidly changing priorities
  • Resiliency - ability to work well under pressure and adapt to changing circumstances
  • Experience working with a global team

Responsibilities

  • Outlook scheduling: coordinating and managing a very busy calendar across dispersed locations and differing global time-zones
  • Experience partnering with senior executive offices to ensure professional representation from the office of the VP
  • Coordinating directly with EAs spanning multiple time-zones for superior coordination and accelerated decisioning
  • End-to-end organisation of internal and external meetings and team events, including sending invitations, reserving space, audio/visual setup, and production of meeting materials when applicable
  • Booking complex travel itineraries including air, hotel, transfers, and visas. Build itineraries and provide advance preparation for the VP
  • On a monthly basis, prepare, review, and process expense reports. Be well versed in expense policies and help to ensure team stays within budget and within policy
  • Follow up with VP’s global teams on training, HR-related requirements, and deadlines
  • Group administration: regularly updating and maintaining global distribution lists, updating organisation charts monthly, managing and tracking team budgets etc
  • Provide support for Senior Leadership visits, including assisting with itinerary, agenda, room bookings, executive car requirements etc
  • Support driving team culture through co-ordinating events, social gatherings & strategic initiatives
  • Coordinate and organize Town halls, Team Huddle and Offsites
  • Maintain office related files including confidential files
  • Provide support for UK Tech Meet-Up events, including but not limited to venue coordination, budget management, merchandise procurement, catering arrangements, logistics planning, and event communications

FAQs

What is the work environment like for the Executive Administrative Assistant role?

The work environment is fast-paced and dynamic, requiring exceptional organizational and communication skills to support executive operations effectively.

What kind of calendar management skills are required?

Excellent calendar management skills are essential, including the coordination of complex meetings, team events, and travel arrangements across different time zones.

What is the minimum experience required for this position?

A minimum of 5+ years of experience supporting at the VP level is required.

Are there any specific software applications I should be familiar with?

Yes, candidates should have working knowledge of American Express applications and systems, including Concur Expense Management, Oracle, TechSource, MyHR, CareerTrack, and the IT Service Catalogue, as well as advanced proficiency in MS Office applications.

Is travel required for this role?

While the primary responsibilities focus on administrative support, the position may involve coordinating travel itineraries for the VP, which includes booking air, hotel, transfers, and visas.

Will I have opportunities for professional development?

Yes, American Express offers various career development and training opportunities to help you grow as a leader and develop new skills.

What are the benefits associated with this position?

The benefits include competitive base salaries, bonus incentives, support for financial well-being and retirement, comprehensive insurance coverage, flexible working arrangements, generous paid parental leave, and access to wellness programs.

Is there a requirement for employment eligibility?

Yes, candidates must be eligible to work in the UK, as American Express will not pursue visa sponsorship for this position.

How does this role contribute to team culture?

The Executive Administrative Assistant will support driving team culture by coordinating events, social gatherings, and strategic initiatives that engage and foster collaboration within the team.

How is confidentiality handled in this position?

A strong sense of integrity is required, with the ability to handle sensitive issues and maintain complete confidentiality regarding confidential files and communications.

image

American Express

Finance
Industry
10,001+
Employees
1850
Founded Year

Mission & Purpose

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 striving to uphold our powerful backing promise to our customers and each other every day. These beliefs have been our North Star for 170 years as our business transformed – from helping evacuate travelers during World Wars, to ensuring the safety of our customers’ funds during the Great Depression in the U.S., to creating the Shop Small® movement to help small businesses recover from the Financial Crisis, to providing aid to communities impacted by many natural disasters and so much more. For generations, the key to our success has been the determination and resilience of our American Express colleagues. Now, as a globally integrated payments company, we work together to provide customers with access to products, insights and world-class experiences that enrich lives and build business success. Join us and let’s lead the way together.

Culture & Values

  • We Back Our Customers

    Relationships are at the heart of our business. We strive to be essential to our customers by delivering exceptional products, services and experiences every day – and promise to have their backs in everything we do.

  • We Make It Great

    We deliver an unparalleled standard of excellence in everything we do, staying focused on the biggest opportunities to be meaningful to our customers. From our innovative products to our world-class customer service, our customers expect the best—and our teams are proud to deliver it.

  • We Do What’s Right

    Customers choose us because they trust our brand and people. We earn that trust by ensuring everything we do is reliable, consistent, and with the highest level of integrity.

  • We Respect People

    We trust and respect one another for who we are and what we contribute. We are accountable to one another and empower every voice through open, courageous dialogue so others feel heard.

  • We Embrace Diversity

    We see diversity of people and experiences as fuel for the creativity and innovation we need to be and deliver our best.

  • We Stand for Inclusion

    We all have biases. However, we do not tolerate bias that excludes or minimizes anyone – all people belong. We’re committed to ensuring that we have a welcoming and inclusive culture where everyone’s voice matters and where people of all races, ethnicities, genders, gender identities, sexual orientations, ages, religions, disabilities and viewpoints can thrive.

  • We Win As a Team

    We view each other as colleagues—part of the same team, striving to deliver the brand promise to our customers and each other every day. Individual performance is essential and valued, but never at the expense of the team.

  • We Support Our Communities

    We respect our communities and are committed to working together so they can thrive and make a meaningful difference in the world.