Executive/Admin Assistant - GMNST

American Express•New York, NY

10h•$31 - $49

About The Position

The Executive Administrative Assistant supports the Senior Vice President of Global Merchant and Network Services Technology (GMNST) and the SVP’s office. This highly visible role helps ensure the effectiveness of the executive office and broader organization, requiring sound judgment, discretion, proactive coordination, and the ability to work across senior stakeholders in Enterprise Technology Services and the wider enterprise. The position manages complex priorities and day-to-day operations in a fast-paced, evolving environment. The assistant is expected to anticipate needs, build strong relationships, coordinate across teams, and keep the SVP’s calendar and operating rhythm running smoothly, including during periods of significant change. A central expectation is the responsible use of company-approved AI tools to improve personal productivity and the effectiveness of the SVP’s office, and to share useful practices with the Executive Administrative Assistant community and GMNST. The assistant may use AI to reduce repetitive work and improve communications and information workflows, while protecting confidentiality, validating outputs, and retaining human accountability. The role also coordinates executive travel, expenses, timekeeping, approvals, meeting and event logistics, organizational records, leadership updates, and special projects. The successful candidate will help the leadership organization operate smoothly by anticipating needs, tracking follow-ups, and reducing administrative friction.

Requirements

Associate degree or equivalent experience in business administration or a related field.
At least 5 years of experience as an Executive Assistant or in an equivalent role, with familiarity in office management and team administration.
Demonstrated discretion, confidentiality, and sound judgment in sensitive situations.
Strong organization, initiative, attention to detail, and problem-solving skills; ability to independently manage multiple priorities in a fast-paced environment.
Strong interpersonal and communication skills, including the ability to interact effectively and diplomatically with executives and Executive Assistants internally and externally.
Ability to respond quickly, execute accurately, work under pressure and tight deadlines, and provide timely follow-up.
Ability to anticipate dependencies, coordinate stakeholders, and see assigned projects and responsibilities through to completion.
Collaborative approach and ability to build relationships across the Executive Assistant community, GMNS, GMNST, and ETS.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Microsoft Forms, and ability to learn and use internal administrative systems accurately.
Practical proficiency with Microsoft Copilot or comparable AI productivity tools, including drafting, summarizing information, and improving recurring administrative workflows; ability to develop and refine prompts, provide relevant context, and describe examples of improved efficiency or work quality.
Sound judgment in evaluating AI-generated content, verifying accuracy against source information, protecting confidential information, and recognizing when human review or a non-AI approach is required.
Employment eligibility to work in the United States; American Express will not pursue visa sponsorship for this position.

Nice To Haves

Experience supporting senior leaders in a large, matrixed, global organization with complex stakeholders and frequent priority shifts.
Strength in building trusted relationships across an executive assistant community and multiple functions or teams.
Comfort working in evolving environments and helping leaders stay organized amid ambiguity.
Experience developing reusable AI-assisted workflows, prompt libraries, or templates that improved recurring administrative or executive office processes, with examples of resulting benefits.
Experience helping colleagues adopt productivity tools or new ways of working through demonstrations, practical guidance, or shared resources.
Familiarity with company-approved no-code or low-code automation tools.
Experience with Ariba, Concur, payroll systems, MyInfo, or comparable tools.

Responsibilities

Own and optimize the SVP’s complex calendar, including scheduling across time zones and changing priorities.
Anticipate calendar conflicts, protect the SVP’s time, build buffers, and partner with the Director Assistant to prepare the SVP for high-stakes interactions.
Coordinate across stakeholders, track follow-ups where appropriate, and support smooth day-to-day execution for the leadership organization.
Identify opportunities to simplify processes and reduce manual work using company-approved AI tools, templates, and automation where appropriate.
Use AI to assist with first drafts of correspondence, agendas, briefing materials, leadership updates, and organizational communications; validate outputs for accuracy, completeness, tone, and relevance before sharing.
Develop and maintain reusable prompts, templates, and documented procedures for recurring activities such as meeting preparation, action tracking, event coordination, and reporting.
Share AI use cases and workflows with the Director Assistant, Executive Assistant community, and relevant GMNST teams; coordinate with partners when changes require access, approvals, or system updates.
Evaluate and refine workflows based on their impact on turnaround time, manual effort, rework, service quality, and stakeholder feedback.
Use only approved tools and permitted information, review AI-generated outputs against source information, recognize when AI is inappropriate, and retain human accountability.
Book and coordinate domestic and international travel, including air, hotel, ground transportation, multi-stop trips, and time-sensitive itineraries.
Prepare, review, and process expense reports and approvals in accordance with company Travel & Expense policy and budget expectations.
Assist with timekeeping and payroll duties as required, and maintain the senior leader’s time-off plans.
Maintain accurate organization charts, team rosters, and distribution lists using approved systems and validated source information; streamline recurring updates where appropriate.
Coordinate logistics for internal meetings, town halls, and events, including rooms, catering, technology support, and external visitor escorts.
Provide coverage for other Executive/Administrative Assistants during PTO or sick leave.
Track and consolidate weekly leadership team updates.
Support and coordinate special projects and initiatives as needed.
Maintain the executive office’s annual calendar of events, including town halls, travel, PTO, and business partner and enterprise events; identify scheduling conflicts proactively.
Contribute to quarterly executive office and organizational communications, including GMNST newsletters.