Executive Assistant

Executive Assistant

Summary of the role:

The Executive Assistant (EA) provides high-impact administrative, operational  and business support to the Americas SVP of Solutions Consulting .  This position has a key role in conducting relationships with other department and intercompany, vendors, service providers, customers, and employees.  A willingness to understand the business and intercompany Departments is essential.   The EA operates with the highest degree of discretion and professionalism while leveraging contemporary digital and AI-enabled tools to improve efficiency, insights and decision making.  This is a hybrid position and would require you to be in our Miami office 50% of the time.

Responsibilities:

Perform administrative duties for the Senior Vice President including, but not limited to:

• Analyze and prioritize emails and correspondence received, respond to or communicate the requests and matters requiring immediate attention, forwarding them to the proper group for handling
• Prepare, proofread, and distribute communications, presentations, dashboards and reports (Powerpoint, Excel, Word)
• Work with SVP on budget for several cost centers and assist with financial reports 
• Generate and maintain various organization charts and reports. Distributed as requested
• Assist SVP with following up on engagement action items with managers, customers, and/or vendors. 
• Handle expense reports
• Research information as required/requested        
• Use AI-powered tools to drive efficiency in the role, conduct research, synthesize information, draft communications, and create executive-ready summaries 

• Assist in event functions such as monthly birthday celebrations, employee recognition, townhalls, etc.
• Respond to employee inquiries regarding policies, procedures, and programs in coordination with P&C
• Assist with the encouragement of employees’ accurate timesheet completion and other administrative tasks to support monthly Accounting closings
• Support Marketing with annual User Conference and request orders of supplies (such as apparel for staff)                                                  

•Coordinate procurement and create Purchase orders as required
•Maintain and improve process documentation; identify opportunities for automation and continuous improvement                          
•Ensure ethical, secure, and compliant use of AI and data in line with company policies 

Requirements:

BA or BS degree in Business Administration, or equivalent 2+ years of experience                                        
Preferred: Executive Assistant/Administrative Professional Certification (e.g., CAP ®), PACE ®), ACEA®) or equivalent 

• 2+ years experience working for a senior level executives with administrative and analytical experiences.
• Ability to maintain confidential information and work with discretion.  
• Independent: ability to work with little to no supervision.  
• Highly detail oriented.  
• Excellent communication skills both verbal and written.
• Proficiency with MS Office (Excel, Word, PowerPoint, Copilot)
• Demonstrates professional demeanor, ability to work well with executives and business visitors 
• Good time management skills.
• High proficiency in organizational and very analytical skills.
• Ability to multi-task and prioritize projects
• Coordinate projects within the departments                                                              
• Proficiency using AI tools for research, summarization, drafting, and productivity                                 
• Experience creating or configuring simple AI agents/automation (e.g. workflow automation, task bots, reporting assistants)

•Strong organization and self directed skills are necessary to coordinate day-to-day activities and multi-departmental reporting relationships.  

•With time, Establish a general high-level understanding of the business and of the department as well as being a subject expert assisting various other divisions.  

•Reliable, discrete and trustworthy in order to handle sensitive material.

•Spanish speaking skills a plus

• 8:30 am start time

Working at Amadeus, you will find

🎯 A critical mission and purpose - At Amadeus, you will be powering the future of travel and pursuing a critical mission and extraordinary purpose.

🌎 A truly global DNA - Everything at Amadeus is global, from our people to our business, which translates into our footprint, processes, and culture.

🎓 Great opportunities to learn - Learning happens all the time and in many ways at Amadeus, through on-the-job training, formal learning activities, and day-to-day interactions with colleagues.

🤗 A caring environment - Amadeus fosters a caring environment, nurturing both a fulfilling career and personal and family life. We care about our employees and strive to provide a supportive work environment.

💰 A complete rewards offer - Amadeus provides attractive remuneration packages, covering all essential components of a competitive reward offer, including salary, bonus, equity, and benefits.

🌟 A flexible working model - We want our employees to do their best work, wherever and however it works best for them.

🌈 A diverse and inclusive community - We are committed to leveraging our uniquely diverse population to drive innovation, creativity, and collaboration across our organization.

📈 A Reliable Company - Trust and reliability are fundamental values that drive our actions and shape long-lasting relationships with our customers, partners, and employees.

#LI-AM2024 

Diversity & Inclusion

Amadeus is an Equal Employment Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or a related medical condition), ancestry, national origin, age, genetic information, military or veterans status, sexual orientation, gender expression, perception, or identity, marital status, mental or physical disability status, or any other protected federal, state, or local status unrelated to performance of work involved.

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