Bilingual Executive Assistant; English & Spanish

Position: Bilingual Executive Assistant (English & Spanish)
Purpose
The Executive Assistant provides high-level administrative support to the President, Latin America Region, ensuring the effective management of their schedules, communications, and operational priorities. This role will handle confidential information with discretion, streamline workflow, and enable leadership to focus on key business objectives. The Executive Assistant plays a critical role in enhancing executive productivity and organizational efficiency through proactive coordination, sound judgment, and professionalism.

The Executive Assistant may occasionally support other members of senior management.

Areas of Responsibility / Tasks
Performance must reflect the appropriate level of expertise and achievement of the desired results for the items listed below.
Administrative Support

Coordinates the management of the GM/Executive calendars to include but not limited to individual and departmental meetings, communicates schedule changes to impacted invitees, routinely monitors for conflicts and uses judgement when priority conflicts may present themselves.
Maintains regular cadence of departmental meetings and ensures agendas are created, published, and actions are tracked.
Confirms and may initiate any necessary follow-up with GMs on overdue actions and actions requiring review in preparation for the next meeting.
Ensure conference rooms are scheduled and set up as appropriate
Confirms IT equipment is set up and working properly to facilitate meeting needs and collaborates with IT if needed.
Responsible for appropriate room and refreshment set-up and clean-up
Maintain and publish department organizational charts, directories, emails and other communication tools/documents
Responsible for the creation and/or editing/review of reports, presentations, etc. May engage with Marketing team as needed/directed.
Provides contract coordination and collaboration to ensure commercial contracts are routed, reviewed, and executed accurately and timely by all interested parties.
Serves a point of contact and relationship lead for Industry Associations which may include representing GMs at meetings and ensuring the appropriate cascade of relative information.
May manage, coordinate, and research other special projects as directed by GM's.
Maintains respective channel's inventory and dissemination of promotional items for visitors and suppliers.
Provides back-up support for other executive assistants and office support personnel as needed.

Travel Planning and Support

Responsible for the travel planning, booking and communications for assigned GM's and other designated individuals to include but not limited to outside guests and additional team members when necessary.
Ensures the timely and accurate submission of all travel and expense reporting for assigned leaders.
Monitors and supports any travel escalations needs for GM's and other sr. leaders as needed. May require after-hours support.

Meeting, Event and Tradeshow Planning

Serves as the point of contact for large meeting/event planning for respective channels to include contract negotiations and liaise with host sites, ancillary vendors and external contacts.
Identify and communicate preferred meeting venues for offsite functions while aligning to travel, expense and budget guidelines.
Work with AMEX GBT Meetings Expert and/or Travel Specialist on site selection and contract negotiations
Leads the planning, communication and experience delivery for both on and off-site catering/restaurant dining to include centralized ordering, meal type(s), allergies, timing, re-set of meeting rooms, etc.
May work with Marketing or be solely responsible for the creation and completion of necessary registrations, schedules, and communications to all meeting attendees.
Serves as a point of contact for group travel and transportation by collecting, organizing and communicating all travel details with necessary individuals/vendors.

All other duties as assigned

Supervisory Responsibilities

Not Applicable

Competencies;
Knowledge, Skills, Abilities (KSA)
To perform this role successfully, an individual must have experience achieving desired result(s) in their areas of responsibility. The requirements listed below are representative of observable behaviors and essential knowledge, skill, and abilities required of a successful incumbent within our culture.

Proven communication skills (verbal and written) with a proven ability to establish relationships and collaborate with a diverse set of stakeholders at various levels within and outside of the organization.

Requires advance proficiency with Microsoft Office Suite

Demonstrated experience with time management skills with a proven ability to manage competing priorities and meet deadlines

Minimum Qualifications / Education / Experience / Certifications

Education:

Bachelor's degree in Business, Communications, or related field preferred. Equivalent experience considered in lieu of degree.

Experience:

Minimum of 3 years of previous experience supporting executives in a…