Executive Administrative Assistant

American Express; City Of London; Hybrid; GBP 45,000 - 60,000; Full time

Job summary

A leading financial services company is looking for a dynamic Executive Assistant to support the VP in a fast-paced environment. The role requires exceptional communication skills, advanced Microsoft Office proficiency, and the ability to manage complex tasks independently. You will coordinate global meetings, manage travel itineraries, and maintain confidentiality. This role offers a hybrid working model and comprehensive benefits that support your holistic well-being.

Benefits

Competitive base salary

Bonus incentives

Comprehensive medical, dental, vision benefits

Flexible working model

Career development opportunities

Qualifications

• 5+ years of experience supporting at VP Level.
• Strong decision-making skills with proven ability to act autonomously.
• Excellent verbal and written communication skills.

Responsibilities

• Coordinate and manage a busy calendar across global time-zones.
• Organize internal and external meetings, including logistics.
• Book complex travel itineraries for the VP.

Skills

Communication skills

Microsoft Office proficiency

Organizational skills

Problem solving

Attention to detail

Interpersonal skills

Tools

Concur Expense Management

Oracle

Slack

Webex

MS Office

Job description

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.

Production Management (PM) is seeking a dynamic Executive Assistant who excels in a fast-paced environment, demonstrating exceptional communication skills, proactive problem solving and adaptability. The ideal candidate will possess strong Microsoft office proficiency, the ability to manage complex tasks independently, and effectively support executive operations with precision and professionalism.

The EA will be a key member of the PM organisation, working closely and collaborating with the broader PME team and the Executive Office. They will require outstanding team player skills, organizational skills, and will have a proven record of driving end to end processes. Additionally, the role will support Technology campus initiatives, by collaborating and engaging in activities across these communities.

How will you make an impact in this role?

• 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.

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

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

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:

• 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

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