Job Description
Functional Description
The Administrative Assistant will be primarily responsible for supporting VP & Group Counsel in the General Counsel Organization and General Counsel Organization team in general. The incumbent should be proactive, organized, collaborative, resourceful, responsive, and a forward-thinker. This role requires you to be adept at scheduling, coordinating calendars across markets globally, organizing travel, expense management, and other administrative responsibilities. The incumbent should be a self – starter, quick learner who believes in creating positive experiences. The role requires superior attention to detail, the ability to meet tight deadlines, exceptional organizational skills, and the ability to objectively manage multiple critical requests. The incumbent needs to maintain utmost level of integrity and discretion in handling sensitive, confidential information, and professionalism in dealing with individuals inside and outside the company and should adhere to organizational policies on AI usage, including data confidentiality, proper input handling, and validation of AI-generated content before use
Responsibilities
- Proactive calendar management of VP includes, at times, 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, expense management and managing Outside Counsel invoices and budget and ensuring important legal opinions are stored on ILAD by the General Counsel Organization team in general.
- 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.
Qualifications
Minimum Qualifications and Skills:
- 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, 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
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.
About The Team
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
American Express is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law.
Offer of employment with American Express is conditioned upon the successful completion of a background verification check, subject to applicable laws and regulations.
