Executive Assistant-OnBrand

American Express•New York, NY

2d•$31 - $49•Onsite

About The Position

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. The Global Advertising and Brand Management (GABM) organization has a mission to create marketplace demand and drive commerce for American Express through differentiated and innovative products, partnerships, marketing, and customer experiences. OnBrand is American Express’ In-House Creative agency, our agency is on journey for an exciting expansion. Our ambition is “Become creative partner-of-choice to build seamless customer experiences for our Business Units, essential for driving results and unlocking value through deeper knowledge of our business powered by industry-defining creative excellence”. We are focused on developing forward thinking ideas and work across channels, end-to-end experiences in digital and beyond. The Executive Assistant will provide administrative support to the VP OnBrand - Account Management and the VP OnBrand – Head of Creative Design and Content Production, both based in New York. Candidates must be willing to work in the New York office at least 3 days per week. They must exercise considerable discretion and good judgment, as well as ability to interface and work with senior level business leaders and their offices. The ideal candidate must be experienced in handling a wide range of administrative tasks and be able to work independently and confidently under pressure. Enthusiasm in learning about the team’s work and interest in participating in team projects a plus. This individual will support enabling strategic and creative elements of the agency, but also playing a critical role to attract, retain and develop best-in-industry agency talent and build a culture delivering transformative work.

Requirements

High level of integrity required for handling sensitive and confidential information
High energy, proactive, positive attitude, and ability to prioritize and work on own initiative
Strong interpersonal, relationship and networking skills to build and maintain effective professional relationships across all areas of the organization
Previous executive administrative support experience within a large organization
Experience in handling a wide range of administrative-related tasks, organizing large meetings across time zones and arranging global travel
Highly organized with an ability to demonstrate keen attention to details, adaptability, flexibility, resourcefulness and efficiency
Demonstrated ability to act diplomatically and respectfully when communicating with key internal and external customers and individuals of varying levels
Demonstrated ability to take the initiative to spot problems before they arise, find solutions, and provide timely follow-through on projects
Demonstrated ability to work with a sense of urgency and under pressure, as needed to handle multiple tasks and prioritize effectively
Strong proficiency with MS Office, including Word, Excel, PowerPoint and Outlook required
Excellent written and verbal communication skills
Commitment to ongoing learning and development

Nice To Haves

Experience with Ariba, Concur and HR payroll systems preferred
Bachelor's degree preferred

Responsibilities

Organizing and proactively maintaining calendars, including scheduling meetings across multiple time-zones, using a high level of tact and integrity
Assisting the VPs with appropriate email delegation, booking meetings, and reacting and prioritizing what is important and urgent. Acknowledging receipt/replies on behalf of, etc.
Coordinating with OnBrand chief of staff to support team collaboration and culture development
Coordinating conferences and staff meetings, including room booking, catering, security etc.
Coordinating travel arrangements and logistics (hotel, rental car, and other travel-related needs)
Processing monthly expense reports and reviewing expense reports for approval
Assisting with on and off boarding and new employee logistics
Tracking and approving timekeeping for team
Managing the procurement of office supplies and other departmental needs
Providing coverage for other team-based Executive/Administrative Assistants that are on PTO or sick leave
Supporting ad hoc project work as directed by leadership

Benefits

Competitive base salaries
Bonus incentives
6%25 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