Senior Administrative Assistant

About the Internal Audit Group at American Express

Our Internal Audit Group is a worldwide function with 400+ team members and offices across nine countries within American Express. Our mission is to protect and enhance organizational value by providing independent, objective, risk-based assurance, advisory services and to influence the way the company manages risk.

We are committed to growing our audit staff significantly as we continue to expand and enhance the Internal Audit Group. Our assurance and risk professionals have diverse backgrounds including internal controls, consumer compliance, technology, operational risk, financial accounting, data analytics, and banking operations. Our audit teams align to key risk areas and business units to ensure IAG can provide comprehensive and risk-based audit coverage. In addition, IAG has a Professional Practices group responsible for managing audit operations, quality, and standards; regulatory relations; reporting; training and professional development; and key internal capabilities and technologies.

About the Role 

The Executive Assistant provides administrative and operational support to B45+ leaders within the Internal Audit Group (IAG). This role requires exception organizational skills and attention to detail. The ideal candidate is proactive, resourceful, and able to manage competing priorities in a fast-paced environment.

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.

Key Responsibilities 

• Proactive calendar management for VPs, including setting up complex meetings across multiple colleagues and across geographies.

  
  

• Organizing and coordinating senior leadership visits, internal/external meetings including team events, making all necessary arrangements including sending invites, understanding meeting requirements, booking rooms, ensuring the equipment needed is in place and taking care of operational and catering needs (as may be needed).

  
  

• Maintaining and regularly updating organizational charts, email distribution list and support in creating/finalizing Power Point Presentations.

  
  

• Managing travel itineraries and arrangements (domestic and international), including air, hotel, transfers, and agendas, processing/reconciling travel expenses, schedule meetings and appointments, organize, and maintain paper and electronic files thereof.

  
  

• Organizing team meetings, GCO Town Halls (with teams based across different geographical locations), team huddles, fun Fridays, offsite events, birthdays, anniversaries, and any other colleague engagement events.

  
  

• Manage the expense reports of the VPs in accordance with T&E policy. Manage and prepare In-Town & Out-Town TEV’s, Reimbursements, record keeping and expense management 

  
  

• Coordination for recruitment and on-boarding and off-boarding of team members and associated administrative support such as access management, workstation, laptop's, office supplies etc.

  
  

• Manage broader administrative responsibilities and should have good knowledge of all Amex policies.

  
  

• Responsible for meeting logistics including meeting or office room coordination and less frequently, food coordination, printing, or conference room set-up.

  
  

• Coordination of office supply management

  
  

• Support special ad-hoc projects and initiatives as assigned

  
  

Minimum Qualifications

• Must be a graduate with minimum 4+ years of experience in a similar capacity.

  
  

• Excellent communication skills and someone who can influence at all levels of the organization and is collaborative.

  
  

• Must have good organizational skills, should be responsive and have attention to detail.

  
  

• Excellent time management skills and the ability to prioritize work and multi-task if needed.

  
  

• Proven problem-solving skills and ability to independently arrive at a solution.

  
  

• High level of proficiency in using MS Office including Word, Excel, and PowerPoint.

  
  

• Knowledge of platforms such as Concur, ARIBA, Reserve, Cisco/WebEx, One Drive, Navigator, Payroll, IIQ, TechCare, Serengeti Tool and use of Copilot/Company provided AI tools is preferred.

  
  

• Demonstrate personal excellence and strong work ethic with will-to-win.

  
  

• Be innovative/ inventive / transparent / creative to be able to provide thought leadership and ideas across the areas not limited to people strategy, engagement, engineering and leadership culture