Administrative Assistant
About the role
The Administrative Assistant is a customer-facing role within the Global Well-being team in Colleague Total Rewards and Well-being (CTRW), providing front office coordination and operational support for the Wellness Center. Reporting to the Nurse Manager, this role supports the medical staff and helps deliver an exceptional experience for colleagues, visitors, and business partners. The ideal candidate is an organized, proactive self-starter with strong attention to detail, communication, and problem-solving skills. This individual can effectively manage multiple priorities and deadlines, exercise sound judgment and discretion, and collaborate with colleagues at all levels of the organization. A strong commitment to customer service, colleague privacy, and teamwork is essential, along with an interest in health and well-being and a willingness to support team initiatives and special projects.
Responsibilities
- Support front office operations, including colleague reception, visitor coordination, phone coverage, maintaining an organized and welcoming Wellness Center, and providing administrative support to the nursing staff.
- Deliver exceptional and empathetic service to colleagues while maintaining confidentiality and adhering to privacy requirements.
- Administer the department's self-service scheduling system, including appointment scheduling, confirmations, required documentation, wait-time monitoring, troubleshooting, and scheduling support for the Healthy Living Team (Dietitian, Healthy Minds, and Pharmacist).
- Coordinate and proactively manage multiple calendars, including scheduling meetings on behalf of medical staff with a high level of discretion and professionalism.
- Coordinate medical records and legal requests, including subpoenas, in accordance with established processes and privacy requirements.
- Manage incoming calls, and emails, appropriately prioritizing urgent and time-sensitive matters and responding or routing requests as needed.
- Partner with Administrative Assistants across U.S. Wellness Centers to promote consistency in processes, procedures, and priorities.
- Coordinate staff meetings and events, including meeting logistics, room reservations, catering, security, and other arrangements.
- Manage invoices, payments, and expenses, including Corporate Purchasing Card and Concur transactions, ensuring accurate and timely processing.
- Coordinate procurement and operational needs, including medical and office supplies, equipment, technology, workspace, and facilities-related requests.
- Demonstrate strong attention to detail, organization, and accountability while managing multiple priorities and meeting deadlines in a fast-paced environment.
- Support ad hoc projects and team initiatives as directed by leadership.
Qualifications
- Ability to work on-site at the Wellness Center five days per week, Monday through Friday, from 8:00 a.m. to 5:00 p.m.
- High level of integrity required for handling sensitive and confidential information.
- Excellent communication skills, both written and oral; strong interpersonal and collaborating skills.
- Team player who is dependable and enthusiastic.
- PC skills in Microsoft Outlook, Word, PowerPoint, DocuSign, Excel.
- Employment eligibility to work with American Express in the United States is required as the company will not pursue visa sponsorship for these positions.
Benefits
- Competitive base salaries
- Bonus incentives
- 6% Company Match on retirement savings plan
- Free financial coaching and financial well-being support
- Comprehensive medical, dental, vision, life insurance, and disability benefits
- Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
- 20+ weeks paid parental leave for all parents, regardless of gender, offered for pregnancy, adoption or surrogacy
- 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