Administrative Assistant

Job description

If you could change one thing about travel, what would it be? At Amadeus, you can make that happen!

Travel makes the world a better place and we are fully dedicated to improving it and making it even more rewarding. We are one of the world’s top 15 software companies: we provide technology solutions and services within the travel industry.

Do you have ideas on how to improve travel for everyone? Do you find the idea of working in a diverse, multicultural environment exciting? Are you ready to make an impact across the world? Great, then join us! Let’s shape the future of travel together. #shapethefutureoftravel@Amadeus

I. Summary of the role

The Administrative Assistant is responsible for providing support to the management team of Airlines Americas, providing general administrative and cost center administrative support to the team.

Responsibilities include:

· Domestic and overseas travel arrangements
· Projects and activities as assigned
· Documentation, filing and correspondence
· PowerPoint presentations & Excel spreadsheets
· Payroll and finance related support
· Budget preparation and monitoring
· New employee transition assistance
· Time reporting support

II. Main Responsibilities

Travel Arrangements:

Arrange all domestic and overseas travel arrangements for staff. Ensure that all travel request documentation is completed and properly signed off. Ensure rates are within guidelines and expectations & bring to Director’s attention if this is not the case. Ensure accuracy of reservations. Make car & hotel arrangements for visiting staff from Europe when requested.

Processing of Requests/Information:

Prepare all documents requested in order to meet information production needs. Define, propose, & organize a filing and archiving system in order to have easy access to requested information. Dispatch information (mail, internal documentation, telephone messages, etc.) in a timely manner. Order supplies for the department (i.e. office supplies, stationary, etc.).

Planning & Preparing:

Follow-up the manager’s or team’s general agenda. Organize meetings, room reservations, refreshments, etc. for various internal & external meetings requested. Take Minutes and Action Items in order to recap important information gathered at departmental and staff meetings. Prepare PowerPoint presentations when needed. Support team with any projects and activities assigned (i.e. organizing & planning departmental meetings)

Reporting & Budgeting:

Monitor all expenses closely and flag exceptional expenditures to ensure we do not exceed our department’s budget.

New Employees/ Contractors:

Coordinate with Human Resources to process all of employees’ personal data accordingly. Process ESR requesting network, & SAP access & order equipment needed to perform daily job functions (laptop, cell phone, etc.). Ensure that their transition period is a smooth one by providing them with as much guidance and assistance as requested and/or needed training.

III. Requirements

· 1-3 years experience as Administrative Assistant preferably supporting a team or department
· Proficient in MS Office (including Word, Excel, PowerPoint, Visio).
· Excellent interpersonal and communications skills
· Strong organizational skills
· Ability to work independently and in a team environment
· Ability to work in a fast-paced environment and adapt to change
· Demonstrates professional demeanor, ability to work well with staff members, executives and business visitors
· High School Diploma or equivalent

Any duplication and display of partial or full content of our job advertisement on any support, such as brochures, websites, mail, emails, this list is not exhaustive, is strictly forbidden without prior formal Amadeus’ authorisation.

Recruitment agencies: Amadeus does not accept agency resumes. Please do not forward resumes to our jobs alias, Amadeus employees or any other company location. Amadeus is not responsible for any fees related to unsolicited resumes.

Amadeus strives to achieve outstanding results through a diverseworkforce. Our employees represent over 123 nationalities. We welcomeand embrace individual differences to bring out the brilliance inourselves, our customers and each other. We are proud to be an equalopportunity employer.