Exec/Admin Assistant - The Personalization, Brand, and Communications Technology

Joining Amex Tech means discovering and shaping your contribution to something big. Here, you can work alongside talented tech teams and build a unique career with the Powerful Backing of American Express. With a range of opportunities to work with the latest technologies, and a commitment to back the broader engineering community through open source, our mission is to power your success. Because Amex Tech is powered by our technology, our culture, and our colleagues.

The Technology organization enables and accelerates the company’s growth strategies, delivering global capabilities and services in support of Amex’s customers and colleagues, while maintaining 24/7 servicing and availability to ensure an uninterrupted, high-quality customer experience. Technology provides the foundation for everything we do in the company while driving differentiation through building and leveraging innovative technology and data insight.

The U.S. Consumer Services and Digital Technology Team brings together foundational strategic technology capabilities in digital experience engineering, marketing technology, enterprise communications, travel, lifestyle and entertainment experiences, underpinned by our data technology model that enables hyper personalization. It employs a ground-breaking focus with development responsibilities for customer-facing capabilities that deepen and expand digital engagement, as well as core technical capabilities that cut across business lines and customer segments.

The Personalization, Brand, and Communications Technology (PBCT) team, within USCDT, brings together many of our targeting efforts and stitch together multiple connections that customers have with us

An exciting opportunity has arisen for an Executive Assistant to provide support to the Vice President, US Consumer & Digital Tech, and their global teams of multiple individuals.  This position is an integral part of the team and needs to be extremely proactive in anticipating and adapting to the needs of the team. The candidate must have the ability to work well in a fast-paced engineering organization and manage multiple tasks and conflicting priorities with accuracy, flexibility, and attention to detail. Critical to the success of this position is the development of positive working relationships with a wide range of colleagues both within and outside of American Express. Additionally, this role will partner closely with the Manager Assistant, Project Manager and other EAs within the Web and Mobile Engineering Team and across other lines of business.

• Proactively manage high volume of calendar appointments in multiple time zones across continents, always accommodating last minute changes and urgent business needs
• Set the strategy for how the VP spends their time and proactively manage calendar based on this strategy, top priorities and when the VP will be in office
• Actively flag and problem solve constraints such as determining delegates when attendees are unable to attend and ensuring read-ahead materials are provided when required.
• Arrange and manage meetings and full days workshops, including scheduling of conference rooms in multiple locations, coordinating food, logistics, etc
• Coordinate and perform monthly activities to include, bud not limited to, consolidating organization charts, distribution lists and compiling information required for operational deadlines.
• Lead and/or assist in managing department-wide communication and activities, including but not limited to Global Townhalls
• Ensure VP has the resources and equipment needed to do their job well including conference room booking, printing of meeting materials, and periodically ordering food
• Lead end to end travel management for VP office including booking flights/hotels, scheduling meetings, ensuring content readiness, and troubleshooting if any issues arise
• Provide detailed itineraries of trips, including hotel arrangements, transfers, meetings scheduled, contact details, addresses, etc
• Prepare and submit VP’s expense reports on a timely basis including tracking team expenditure and monitoring of T&E and budget
• Manage the team calendar and ensure it is both up to date and easily accessible
• Manage and track all approvals, trainings, processes, and standard reporting coming out of office including sending team reminders and validating action items were completed before their deadline
• Maintain accurate databases electronically to include address books, d…