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 fostering relationships with other departments, intercompany entities, 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.

The role is hybrid and requires presence in our Miami office 50% of the time.

Executive Assistant

• Analyze and prioritize emails and correspondence, respond or communicate immediate requests, and forward to the proper group for handling.
• Prepare, proofread, and distribute communications, presentations, dashboards and reports (PowerPoint, Excel, Word).
• Work with the SVP on budgets for several cost centers and assist with financial reports.
• Generate and maintain various organization charts and reports as requested.
• Assist the SVP with following up on engagement action items with managers, customers, and/or vendors.
• Handle expense reports.
• Research information as required.
• Use AI-powered tools to drive efficiency: conduct research, synthesize information, draft communications, and create executive-ready summaries.
• Assist in event functions such as monthly birthday celebrations, employee recognition, town halls, etc.
• Respond to employee inquiries regarding policies, procedures, and programs in coordination with People & Culture.
• Encourage employees’ accurate timesheet completion and other administrative tasks to support monthly accounting closings.
• Support Marketing with the annual User Conference and request orders of supplies (e.g., 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.

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 senior-level executives with administrative and analytical experience.
• 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 analytical skills.
• Ability to multi-task and prioritize projects.
• Coordinate projects within 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 handling sensitive material.
• Spanish speaking skills a plus.
• 8:30 am start time.

• 🎯 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…