Executive Assistant

Executive Assistant

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.

Responsibilities:

• 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
• 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

This is a hybrid position and would require you to be in our Miami office 50% of the time.

Working at Amadeus, you will find:

• A critical mission and purpose
• A truly global DNA
• Great opportunities to learn
• A caring environment
• A complete rewards offer
• A flexible working model
• A diverse and inclusive community
• A reliable company

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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Amadeus Group never charges fees, requests payment, or asks for financial information during recruitment. All legitimate opportunities are communicated solely through official Amadeus channels, including our careers website. Any payment request or outreach via unofficial platforms (e.g., WhatsApp, Telegram) should be treated as fraudulent.