Executive/Admin Assistant - GMNST

American Express Company; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

American Express is seeking an Executive Administrative Assistant to support the Senior Vice President of Global Merchant and Network Services Technology. This role is highly visible and demands discretion, strong judgment, and cross-team coordination across ETS and the enterprise.

You will manage the SVP’s calendar, prepare materials, and drive AI-enabled productivity improvements while maintaining confidentiality and professional communication with leadership in New York-based teams.

Qualifications

• Associate degree or equivalent experience in business administration or related field.
• 5+ years of experience as an Executive Assistant with familiarity in office management.
• Demonstrated discretion and confidentiality in sensitive situations.
• Highly organized, proactive, and capable of handling multiple priorities.
• Strong interpersonal and communication skills across executives and teams.
• Proficiency with Microsoft Office and AI productivity tools.

Responsibilities

• Own and optimize the SVP’s complex calendar across multiple time zones.
• Coordinate across stakeholders to ensure smooth day-to-day execution.
• Identify opportunities to simplify processes using AI tools and templates.
• Prepare drafts of correspondence, agendas, and briefing materials.

Skills

Executive support

Calendar management

Discretion & confidentiality

MS Office proficiency

AI productivity tools

Communication

Education

Associate degree in business administration or related field

Tools

Microsoft Copilot

Ariba

Concur

Payroll systems

MyInfo

Job description

The Team

The Global Merchant and Network Services Technology (GMNST) organization at American Express is responsible for evolving the payments network & merchant platforms to enable next-generation payments products. The team creates flexible network & merchant ecosystem platforms to acquire, bill, pay, service our customers (card members, network participants and merchants), while enabling a payments ecosystem to connect and authenticate parties seamlessly and securely.

Job Description

The Team

The Global Merchant and Network Services Technology (GMNST) organization at American Express is responsible for evolving the payments network & merchant platforms to enable next-generation payments products. The team creates flexible network & merchant ecosystem platforms to acquire, bill, pay, service our customers (card members, network participants and merchants), while enabling a payments ecosystem to connect and authenticate parties seamlessly and securely.

Joining the GMNST executive office offers the opportunity to support leaders and teams advancing American Express’s payments network and merchant platforms. You will contribute through exceptional executive support, strong cross-team coordination, and practical improvements to how the organization works, including the responsible use of AI.

The Role

The Executive Administrative Assistant will support the Senior Vice President of Global Merchant and Network Services Technology and his office. This position is critical to the effectiveness of the GMNST executive office and broader organization. This is a highly visible position requiring strong judgment, discretion, and the ability to operate seamlessly across senior stakeholders within Enterprise Technology Services (ETS) and the broader enterprise.

The role operates in a fast-paced, evolving environment and requires a proactive, resourceful approach to managing complex priorities, coordinating across teams, and ensuring the smooth execution of day-to-day operations. Success will depend on the ability to build strong relationships, navigate a large and dynamic organization, and anticipate needs ahead of time.

A key expectation of this role is the practical, responsible use of AI to improve the assistant’s own productivity, strengthen the effectiveness of the SVP’s office, and extend successful practices to the Executive Administrative Assistant community and colleagues across GMNST. The successful candidate will use company-approved AI tools to reduce repetitive administrative work, improve the quality and timeliness of information and communications, and develop repeatable ways of working. In partnership with the Director Assistant and colleagues across GMNST, they will share effective practices and help others adopt improvements while maintaining strong judgment, confidentiality, and accountability.

What Success Looks Like

It is the responsibility of the Executive Administrative Assistant to ensure that the SVP’s calendar and operating rhythm run smoothly even during periods of intense change—meetings are well-sequenced, time is protected, and key stakeholder interactions are handled with professionalism and discretion.

The broader leadership organization experiences the EA as a trusted “control tower”—someone who reliably connects dots, anticipates needs, and removes friction from day-to-day execution.

Travel, expenses, approvals, and administrative processes are executed accurately and consistently in line with policy and budget expectations.

AI-enabled improvements reduce manual effort, turnaround time, and rework while maintaining accuracy, confidentiality, and service quality. Effective prompts, templates, and workflows are documented, shared, and adopted where useful across the Executive Assistant community and GMNST.

Responsibilities

Executive & Leadership Enablement (SVP Office)

• Own and optimize the SVP’s complex calendar with a high level of tact, influence, and integrity, including scheduling across multiple time zones and shifting priorities.
• Proactively manage time and attention: anticipate conflicts, build buffers, and partner with the Director Assistant to ensure the SVP is prepared for high-stakes interactions with senior stakeholders across ETS and the enterprise.
• Support the operational effectiveness of the leadership organization by coordinating across stakeholders, tracking follow-ups where appropriate, and ensuring day-to-day execution remains smooth despite ambiguity and change.

AI-Enabled Productivity & Continuous Improvement

• Identify opportunities to simplify processes and reduce manual effort using company-approved AI tools, templates, and automation where appropriate. Prioritize improvements that free capacity for higher-value executive and organizational support.
• Apply AI to support first drafts of correspondence, meeting agendas, briefing materials, consolidated leadership updates, and organizational communications. Use approved source materials and validate accuracy, completeness, tone, and relevance before sharing.
• Develop and maintain reusable prompts, templates, and documented procedures for recurring activities, including meeting preparation, action tracking, event coordination, and reporting.
• Partner with the Director Assistant, the Executive Assistant community, and relevant teams to share practical use cases, demonstrate effective approaches, and adapt successful workflows for broader use. Coordinate with appropriate partners when improvements require additional access, approvals, or system changes.
• Evaluate whether new approaches reduce turnaround time, manual effort, or rework while maintaining service quality. Incorporate stakeholder feedback and refine workflows as needs and approved tools evolve.
• Use only approved tools and information permitted for the intended purpose. Review AI-generated outputs against source information, recognize when AI is inappropriate, and retain human accountability for certain decisions and actions.

Travel, Expenses, Timekeeping, and Approvals

• Book and coordinate domestic and international travel arrangements (air, hotel, ground), including multi-stop and time-sensitive itineraries.
• Prepare, review, and process expense reports and approvals in line with company Travel & Expense policy and budget expectations.
• Assist with timekeeping and payroll duties as required, mainlining time-off plans for Senior Leader.

Team & Organization Operations

• Maintain accurate organization charts, team rosters, and key distribution lists using approved systems and validated source information; streamline recurring updates where appropriate.
• Coordinate logistics for internal meetings, town halls, and events – including room bookings, catering, technology support, external visitor escorts, etc.
• Provide coverage for other Executive/Administrative Assistants during PTO or sick leave, contributing to a strong, team-based EA community.
• Track and consolidate weekly updates from the leadership team.
• Support and coordinate special projects and initiatives as needed.
• Maintain Executive office annual calendar of events (Town Halls, Travel, PTO, Business Partner and Enterprise annual events, etc.), proactively identifying scheduling conflicts.
• Contribute to Quarterly Executive Office and organizational communications such as the GMNST Newsletters.

Qualifications

Minimum Qualifications

• Associate degree or equivalent experience in business administration or related field.
• 5+ years of experience as an Executive Assistant (or equivalent) with familiarity in office management and team administration.
• Demonstrated ability to use discretion and maintain confidentiality; strong judgment in sensitive situations.
• Highly organized, proactive, detail-oriented, and solution driven; proven ability to manage multiple priorities independently in a fast-paced environment.
• Strong interpersonal and communication skills; ability to interact effectively and diplomatically with executives and Executive Assistants across the organization and externally.
• Ability to respond to requests quickly and execute tasks accurately; work under pressure, to tight deadlines and with strong attention to detail and timely follow-up.
• Ability to anticipate dependencies, coordinate stakeholders, and follow assigned projects and responsibilities through to completion.
• Collaborative team player who builds strong relationships across the Executive Assistant community, GMNS, GMNST, and ETS.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Microsoft Forms, together with the ability to learn and use internal administrative systems accurately. Experience with Ariba, Concur, payroll systems, MyInfo, or comparable tools is beneficial.
• 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 explain specific examples of improved efficiency or work quality.
• Sound judgment in evaluating and using AI-generated content, including verifying accuracy against source information, protecting confidential information, and recognizing when human review or a non-AI approach is required.

Preferred Qualifications

• Experience supporting senior leaders within a large, matrixed and global organization with significant stakeholder complexity and frequent priority shifts.
• Demonstrated strength building trusted relationships across an executive assistant community and across multiple functions/teams.
• Comfort operating 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 the resulting benefits.
• Experience helping colleagues adopt new productivity tools or ways of working through demonstrations, practical guidance, or shared resources; familiarity with company-approved no-code or low-code automation tools is a plus.

Employment eligibility to work with American Express in the United States is required as the company will not pursue visa sponsorship for these positions.