Executive Assistant

Job Title

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,…