Executive/Admin Assistant - GMNST

American Express•New York, NY

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 at American Express. GMNST develops payments network and merchant platforms. This highly visible role helps the executive office and broader organization operate effectively through executive support, cross-team coordination, and practical process improvements, including responsible use of company-approved AI tools. The assistant manages complex priorities and stakeholder interactions in a fast-paced, evolving environment. The role requires sound judgment, discretion, initiative, and the ability to anticipate needs and build relationships across Enterprise Technology Services and the wider enterprise. The assistant is expected to use 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 colleagues while protecting confidentiality and retaining human accountability. Success includes keeping the SVP’s calendar and operating rhythm effective through periods of change; ensuring meetings are well-sequenced and time is protected; handling stakeholder interactions professionally; and accurately coordinating travel, expenses, approvals, and administrative processes in accordance with policy and budget expectations. AI-enabled workflows should reduce manual effort, turnaround time, and rework without compromising accuracy, confidentiality, or service quality. Useful prompts, templates, and workflows should be documented and shared where appropriate.

Requirements

Associate degree or equivalent experience in business administration or a related field.
At least 5 years of experience as an Executive Assistant or equivalent, 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 manage multiple priorities independently in a fast-paced environment.
Strong interpersonal and communication skills, including the ability to interact effectively and diplomatically with executives and Executive Assistants across the organization 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 carry 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 Outlook, Word, Excel, PowerPoint, and Microsoft Forms, and ability to learn and accurately use internal administrative systems.
Demonstrated 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 give specific examples of improved efficiency or work quality.
Sound judgment when evaluating AI-generated content, including verifying accuracy against source information, protecting confidential information, and recognizing when human review or a non-AI approach is required.
Eligibility to work in the United States for American Express; the company will not pursue visa sponsorship for these positions.

Nice To Haves

Experience with Ariba, Concur, payroll systems, MyInfo, or comparable tools.
Experience supporting senior leaders in a large, matrixed, global organization with complex stakeholders and frequent priority shifts.
Demonstrated ability to build 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 improve recurring administrative or executive office processes, with examples of their 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.

Responsibilities

Own and optimize the SVP’s complex calendar, coordinating across time zones and changing priorities while anticipating conflicts and building buffers.
Partner with the Director Assistant to prepare the SVP for high-stakes interactions with senior stakeholders across ETS and the enterprise.
Coordinate across stakeholders, track follow-ups where appropriate, and support smooth day-to-day execution across the leadership organization.
Identify administrative processes that can be simplified using company-approved AI tools, templates, and automation where appropriate.
Use AI to assist with first drafts of correspondence, meeting agendas, briefing materials, leadership updates, and organizational communications; verify outputs against approved source materials before sharing.
Develop and maintain reusable prompts, templates, and procedures for recurring activities such as meeting preparation, action tracking, event coordination, and reporting.
Share practical AI use cases and effective workflows with the Director Assistant, Executive Assistant community, and relevant GMNST teams; coordinate with partners when access, approvals, or system changes are needed.
Evaluate improvements for reduced turnaround time, manual effort, and rework; incorporate stakeholder feedback and adapt workflows as tools and needs evolve.
Use only approved tools and information for their intended purposes; recognize when AI is inappropriate and maintain human accountability for decisions and actions.
Book and coordinate domestic and international travel, including air, hotel, ground transportation, multi-stop itineraries, and time-sensitive arrangements.
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 organization charts, team rosters, and distribution lists in approved systems using validated information, streamlining 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 and 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 annual calendar of events, including town halls, travel, PTO, and business partner and enterprise events, and proactively identify scheduling conflicts.
Contribute to quarterly executive office and organizational communications, including GMNST newsletters.