Executive Assistant- Corporate Function Control Management

$50,024 - $100,048/Yr

American Express - New York, NY

Full-time - Entry Level

New York, NY

Credit Intermediation and Related Activities

About the position

You Lead the Way. We've Got Your Back. With the right backing, people and businesses have the power to progress in incredible ways. When you join Team Amex, you become part of a global and diverse community of colleagues with an unwavering commitment to back our customers, communities and each other. Here, you'll learn and grow as we help you create a career journey that's unique and meaningful to you with benefits, programs, and flexibility that support you personally and professionally. At American Express, you'll be recognized for your contributions, leadership, and impact—every colleague has the opportunity to share in the company's success. Together, we'll win as a team, striving to uphold our company values and powerful backing promise to provide the world's best customer experience every day. And we'll do it with the utmost integrity, and in an environment where everyone is seen, heard and feels like they belong. Join Team Amex and let's lead the way together. American Express National Bank is American Express' U.S. banking operation, representing more than 60% of the company's revenues through consistent payments, financing, and savings products. Led by the Chief Operating Officer, AENB HQ drives the administration of programs and services provided by AENB, in partnership with Bank affiliates and executive officers. In addition, the team is responsible for helping AENB attain all established operational and financial goals as well as ensuring ongoing adherence with laws and regulations governing Bank policies and procedures. The Corporate Function Control Management (CFCM) team within AENB will serve as the business unit Control Management function for several corporate groups including Corporate Affairs & Communications (CA&C); Colleague Experience Group (CEG), General Counsel's Organization (GCO); Global Risk & Compliance (GRC); Enterprise Strategy (ES); and American Express National Bank Headquarters (AENB HQ). This role will support the CFCM Lead and manage several VPs as well as team office needs. Responsibilities include calendar management, managing general follow-ups, logistics of meeting administration, procuring office supplies, managing payroll and expense reports, and coordinating travel arrangements. The ideal candidate should be eager to learn about the function and willing to take on new assignments related to the teams being supported.

Responsibilities

• Support the CFCM Lead and manage several VPs as well as team office needs.
• Responsible for calendar management on a daily, weekly, and monthly basis.
• Manage general follow-ups and generate reminders to effectively meet deadlines and commitments.
• Management of IDs, Access, Payroll, and monthly expense reports in line with policy.
• Manage logistics of meeting administration (in-person, telepresence, and WebEx).
• Procure laptops, office supplies, office space, etc., and manage the procurement process including researching and approving invoices.
• Timekeeping and submission for the team and managing ad-hoc team requests.
• Work closely with other executive assistants on office operations.
• Maintain headcount reporting, organizational charts, and department Distribution List.
• Manage domestic and foreign travel arrangements including air, hotel, car transfers, and meeting agendas.
• Ensure timely preparation and processing of expense reports and invoices; review expenses submitted to leader for approval and highlight any out of policy spend.
• Communicate effectively with all team members and key partners of all levels.
• Manage office supplies, equipment, and other supply requests.
• Manage various accounting functions including expense management, resource reallocations, and telephonic issues.
• Coordinate facilities management responsibilities.
• Follow up with the team on training and other requirements and deadlines.
• Assist with special projects and initiatives as requested.

Requirements

• 3+ years of previous experience as an Executive Assistant to a senior leader.
• Familiarity with office management and technologies.
• Experience exercising discretion and confidentiality with sensitive information.
• Motivated, proactive team player with strong initiative, organizational, administrative, and interpersonal skills.
• Strong attention to detail with emphasis on accuracy, quality, timeliness, follow through, and sense of urgency in executing tasks.
• Ability to work well under pressure without losing composure and professionalism.
• Excellent verbal and written communication skills (via phone, email, and in-person).
• High level of proficiency using MS Office including Word, Excel, and PowerPoint, as well as internal AXP tools and systems.
• Knowledge of AXP policies and office procedures.
• Excellent time management and organizational skills with a strong focus on accuracy and attention to detail.
• Ability to work flexibly, sometimes under pressure.
• Proven ability to manage multiple priorities, work independently, and execute across multiple initiatives/tasks.

Nice-to-haves

• Experience with Ariba and Concur systems.
• Familiarity with payroll processes and systems.

Benefits

• Paid parental leave
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Retirement plan
• Competitive base salaries
• Bonus incentives
• 6% Company Match on retirement savings plan
• Free financial coaching and financial well-being support
• Comprehensive medical, dental, vision, life insurance, and disability benefits
• Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
• 20+ weeks paid parental leave for all parents, regardless of gender, offered for pregnancy, adoption or surrogacy
• 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