Executive Assistant, AMEX Ventures

American Express•New York, NY

About The Position

American Express Ventures ("Amex Ventures"), the corporate venture capital arm of American Express, makes investments in game-changing startups that help accelerate innovation and deliver strategic value to American Express. With a global mandate, Amex Ventures invests primarily in Seed through Series B companies across fintech, commerce, consumer services, and enterprise software. In addition to investing, Amex Ventures works closely with portfolio companies, startups, and American Express business units to identify commercial opportunities, support strategic partnerships, and strengthen connectivity across the startup ecosystem. The team has backed more than 100 category-defining founders over its 10+ year history, with notable investments including Plaid, Replit, Stripe, Toast, Bill.com, Instacart and Wonder, among others. The Executive Assistant will provide high-quality administrative and operational support to two Vice Presidents on the Amex Ventures team. The role will be instrumental in helping Amex Ventures' leadership and broader team operate effectively while supporting adherence to company policies, controls, and administrative requirements. This is a fast-paced, externally engaged environment that requires sound judgment, discretion, proactive problem-solving, and seamless coordination with stakeholders inside and outside American Express. The ideal candidate is an experienced Executive Assistant who can independently manage complex calendars, anticipate executive and team needs, coordinate meetings and events, and navigate a large organization effectively.

Requirements

3+ years of experience as an Executive Assistant or in a comparable administrative role supporting senior leaders, with familiarity in office management and team administration.
Demonstrated experience proactively managing complex calendars, competing priorities, and scheduling across multiple time zones.
Ability to interact effectively and diplomatically with senior stakeholders, external partners, and Executive Assistants across an organization.
Strong judgment and discretion, with a demonstrated ability to maintain confidentiality and adhere to company policies and procedures.
Motivated and proactive team player with strong initiative, organizational, administrative, and interpersonal skills.
Strong attention to detail, with an emphasis on accuracy, quality, and timeliness.
Proven ability to manage multiple priorities, anticipate needs, and work independently within deadlines in a fast-paced, dynamic environment.
Strong verbal and written communication skills across email, phone, virtual, and in-person interactions.
Proficiency in Microsoft Outlook and Microsoft Office, including Word, Excel, and PowerPoint.
Experience using enterprise travel, expense, HR, payroll, procurement, or related administrative systems.

Nice To Haves

5+ years of Executive Assistant or comparable administrative experience, including experience supporting multiple senior executives.
Prior experience supporting executives in venture capital, private equity, financial services, technology, or a startup-related environment.
Experience supporting executives or teams with significant external engagement and frequent interaction with senior stakeholders.
Experience coordinating external meetings, executive visits, team events, or other high-touch stakeholder engagements.
Experience working within a large, matrixed, or highly regulated organization.
Knowledge of American Express policies and office procedures.
Experience using American Express or comparable enterprise tools and systems, including Outlook, Ariba, Concur, and Oracle Fusion Cloud.

Responsibilities

Proactively manage complex calendars for two Vice Presidents, including prioritizing requests, resolving scheduling conflicts, coordinating across multiple time zones, and exercising sound judgment regarding executive time and business priorities.
Coordinate internal and external meetings with senior leaders, founders, investors, business partners, and other stakeholders.
Book and coordinate domestic and international travel arrangements, including air, hotel, ground transportation, and itinerary management.
Prepare, review, and process expense reports in accordance with company travel and expense policies and approved budgets.
Prepare agendas, briefing materials, meeting documentation, and other executive-ready materials as needed.
Track meeting follow-ups and action items when appropriate, helping ensure timely completion and clear ownership.
Handle confidential business and personnel information with discretion and sound judgment.
Serve as a polished and responsive point of contact for internal and external stakeholders, including senior executives and their assistants.
Support team administration, including job postings, new-hire onboarding, distribution-list maintenance, organization charts, team rosters, group meetings, and team real-estate coordination.
Assist with timekeeping, payroll-related duties, and other required colleague administration.
Process requisitions, purchase orders, invoices, supply orders, and service or technology requests.
Help ensure administrative activities are completed accurately, on time, and in accordance with company policies and procedures.
Maintain organized team records, documentation, trackers, and shared resources.
Coordinate across the two executives and broader team to identify scheduling conflicts, maintain appropriate coverage, and support shifting priorities.
Provide coverage for other Executive Assistants on the team during vacation, illness, or other absences.
Coordinate logistics for internal and external meetings and events, including conference rooms, venues, catering, technology, attendee communications, materials, and onsite support.
Host external partners and visitors at American Express, including coordinating building access, meeting logistics, catering, and preparation of materials.
Support team events and external engagements by maintaining timelines, tracking deliverables, and coordinating with internal partners and external vendors.
Maintain approved team marketing and event assets, including organizing files, coordinating updates, and routing materials for review and approval.
Anticipate logistical needs and resolve issues proactively to create a seamless and professional experience for executives, colleagues, and external guests.