Executive Assistant- AMEX Ventures

Job Description

The Executive Assistant is a part of the American Express Ventures team (visit our website amexventures.com for more on the team). The team invests in and partners with innovative startups to accelerate American Express’ efforts in consumer commerce and B2B services, and to enhance core capabilities such as data analytics and security. Team members work with senior management across the company to execute equity investments and drive partnerships to create value.

This team has invested in ~70 companies, supported the launch of over numerous innovative partnerships with startups, and currently manages a portfolio of ~50 investments. We are looking for an Executive Assistant who can support the Global Head of Amex Ventures. Candidates must exercise considerable discretion and independent judgment, as well as ability to interface and work with senior level business leaders and their offices. This position is remote (ET working hours), with optionality to work at our New York office if preferred.

The ideal candidate must be experienced in handling a wide range of administrative related tasks and be able to work independently, as required. The candidate must also have the ability to work well in a dynamic and fast-paced organization and manage multiple tasks and conflicting priorities, sometimes under pressure, with accuracy, flexibility and attention to detail.

Primary responsibilities will include, but are not limited to:

• Calendar management across multiple parties.
• Preparation for meetings with senior executives as necessary, including scheduling of conference rooms, coordinating food, logistics, etc.
• Coordinating business travel arrangements.
• Timely and accurate preparation, review and submission of expense reports.
• Manage communication lists and distribution channels for events and newsletters.
• Coordination of Ariba Buyer orders, including the payment of invoices.
• Receive and distribute incoming mail and coordinate outgoing mail, including courier services.
• Maintain filing systems.
• General group administrative support, including ordering equipment, supplies, new hire onboarding/paperwork, timesheets, etc.
• Provide backup support, as necessary.
• Support special ad hoc projects as assigned

• 5+ years’ experience, supporting senior leaders, preferably in Financial Services/Venture Capital.
• Strong sense of integrity with ability to handle sensitive issues and to maintain complete confidentiality.
• Excellent calendar management skills, including the coordination of complex meetings.
• Knowledge of Microsoft Office, including Word, Excel and PowerPoint (Salesforce knowledge a plus)
• Strong written and verbal communication skills with all levels of management, associates and external business contacts.
• Attention to detail and timely follow-up.
• Self motivated and ability to proactively identify and resolve issues with a sense of urgency and under pressure, as needed.
• High Energy, Positive attitude, solution oriented demeanor, reliable and on time.
• Knowledge of American Express Company processes and internal systems a plus regulations.

Why American Express

Talk to our people and you’ll find out what we’re all about. Open, creative, risk-taking, collaborative and innovative are just some of the expressions you’ll hear. It’s our culture that makes American Express an outstanding place to work, and a big part of why we regularly win best workplace awards all over the world. If you’re ready to take on a challenge and make an impact, you owe it to yourself to launch or grow your career here.

Additional Details:

Ongoing Workplace Flexibility: Position will currently be work-from-home due to COVID-19. American Express is committed to the well-being of its colleagues and to creating a safe work environment; colleagues will continue to work remotely until a return to the office can be safely accomplished.

American Express is an equal opportunity employer and makes employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, age, or any other status protected by law.

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