Executive Administrative Assistant

American Express; Toronto; Hybrid; CAD 75,000 - 115,000; Full time

Benefits offered by this job

Hybrid/onsite options

Competitive base salary

Bonus incentives

Medical, dental, vision coverage

Parental leave

Job summary

American Express is seeking an Executive Assistant to support the Corporate Affairs & Communications (CA&C) International team, reporting to the Vice President LACC & Global Merchant Services International Communications and the Vice President Canada Communications. The role demands exceptional organization, discretion, and the ability to manage priorities across markets, time zones, and stakeholders.

Responsibilities include executive support, calendar management, meetings & events

Qualifications

• 5+ years of progressive experience providing executive level administrative support.

Responsibilities

• Serve as a trusted partner to the VP and senior leaders, acting as an extension of their offices.

Skills

Executive support

Calendar management

Stakeholder coordination

Written communication

Confidentiality

Cross-cultural collaboration

Tools

Concur

Ariba

Oracle

Stream

Outlook

Teams

MS Office Suite

Job description

Job Description

The American Express Corporate Affairs & Communications (CA&C) team is a strategic enterprise function that enhances and protects the American Express brand through public relations, enterprise messaging, social media and content, colleague communications, corporate sustainability (CS/ESG), public policy, and issues and crisis management.

Job Description

The American Express Corporate Affairs & Communications (CA&C) team is a strategic enterprise function that enhances and protects the American Express brand through public relations, enterprise messaging, social media and content, colleague communications, corporate sustainability (CS/ESG), public policy, and issues and crisis management.

The Executive Assistant - Corporate Affairs & Communications is a key member of the CA&C International team, providing high level administrative, operational, and strategic support to the Vice President LACC & Global Merchant Services International Communications and the Vice President Canada Communications. This role requires exceptional organizational skills, judgment, discretion, and the ability to manage complexity and competing priorities across senior leaders, multiple markets, business units, time zones, and stakeholder groups.

The executives supported lead Corporate Affairs & Communications across Canada, Latin America and the Caribbean, as well as for Global Merchant Services International, with responsibilities spanning external and internal communications, reputation and issues management, colleague communications, and partnership across social media and content, corporate sustainability, public policy, and other enterprise priorities. Their work supports multiple lines of business and markets across a complex international footprint and requires close collaboration with senior business leaders, global CA&C teams, and key internal and external stakeholders.

The work is fast paced, highly visible, often involving complex business, regulatory, reputational, and market considerations. In addition to core executive support, this role offers opportunities to contribute to broader International Communications team priorities and initiatives, providing exposure to a range of strategic, operational, and communications-related work.

Responsibilities

Executive & Strategic Support

• Serve as a trusted partner to the Vice President, LACC & Global Merchant Services International Communications and the Vice President, Canada Communications, acting as an extension of their offices.
• Anticipate executive needs, manage competing priorities, and independently resolve issues to ensure leaders remain focused on strategic objectives.
• Provide seamless coordination across executive offices, leadership teams, markets and key stakeholders.
• Support broader team priorities and special initiatives, applying strong judgment, flexibility, and a willingness to contribute across a range of activities.

Calendar & Time Management

• Own and manage highly complex calendars across two senior leaders, multiple time zones, and internal/external partners.
• Strategically prioritize meetings, resolve conflicts, and align scheduling with business priorities.
• Ensure executives are prepared for meetings with appropriate context, materials, and logistics.

Meetings, Events & Communications Logistics

• Coordinate logistics for senior level meetings, leadership forums, offsites, town halls, and external engagements.
• Support preparation of presentations, briefing materials, and communications for high visibility and sensitive meetings, including crisis or issues related work.
• Partner closely with internal teams to ensure alignment and execution under tight deadlines.
• Help coordinate team, colleague engagement, community and volunteer initiatives, and other activities that support CA&C and market priorities.
• Provide coordination and execution support for select communications and content needs, working in partnership with communications colleagues as appropriate.

Travel & Expense Management

• Manage complex domestic and international travel arrangements for multiple senior leaders,
• Prepare, review, and submit expense reports with accuracy, timeliness, and policy compliance.
• Proactively address travel or expense issues and changes in real time.

Financial & Vendor Management

• Oversee vendor management processes including onboarding, Statements of Work, invoice submissions, payment tracking, and coordination with internal CA&C Teams.
• Maintain fluency and operational expertise in Ariba, Concur, Oracle, Stream and other internal systems.
• Manage and track annual budgets, partnering with agency vendors to maintain accurate spend forecasts and budget balances, and providing regular reporting and budget updates to key stakeholders across the CA&C team.

Operational & Team Support

• Support onboarding of new hires, including equipment requests, system access, and coordination with Technology and Workplace Enablement teams.
• Coordinate ordering of computers, equipment, and office supplies.
• Help drive team effectiveness by coordinating information, processes, and activities across International Communications and key partner teams.
• Support ad‑hoc projects, operational initiatives, and process improvements across the CA&C organization.

Confidentiality & Professional Judgment

• Handle highly sensitive and confidential information with discretion and professionalism.
• Apply sound judgment when interacting with senior leaders, partners, and external contacts.
• Represent the executive offices and CA&C team with integrity and poise.

Location: Hybrid – Toronto (minimum 3 days in the office; remote 1–2 days per week)

Qualifications

• 5+ years of progressive experience providing executive level administrative support, including experience supporting multiple senior leaders.
• Demonstrated ability to manage complexity and prioritize effectively in a fast-paced, matrixed organization.
• Strong knowledge of American Express internal systems (e.g., Concur, Ariba, Oracle, Stream, Outlook, Teams, MS Office Suite).
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and follow‑through.
• Proven ability to anticipate needs, solve problems independently, and operate with minimal direction.
• Demonstrated ability to manage projects and coordinate work effectively across multiple stakeholders.
• Demonstrated curiosity, adaptability, and a desire to develop new skills and contribute across a broad range of team priorities. Previous experience or an interest in communications would be an asset.
• Strong sense of integrity and ability to maintain confidentiality.
• Ability to work effectively with senior leadership, associates, and external business partners.
• Highly collaborative, adaptable, and comfortable working across cultures, markets, functions, and time zones.

Employment eligibility to work with American Express is required as the company will not pursue visa sponsorship for these positions

The job posting is for an existing vacancy.

Benefits

• 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

American Express is committed to providing an inclusive and accessible work environment in which all people who apply for positions or who work for or on behalf of Amex are treated with dignity and respect and are provided with equal treatment with respect to employment, regardless of that person's age, sex, sexual orientation, gender identity, gender expression, race, colour, ancestry, ethnic or national origin, citizenship, religion or creed, marital status, family status, pregnancy, disability, record of offences, social condition or origin, political beliefs, association or activity or other factors prohibited under applicable Human Rights legislation (the “Prohibited Grounds”). If you have a disability and need accommodation, please speak with the Recruiter for more information.

Offer of employment with American Express is conditioned upon the successful completion of a background verification check, subject to applicable laws and regulations.

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.