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

General Summary :

This position provides administrative support to the Hospitality Operations team, based in the Portsmouth, NH office.

Principal Duties and Responsibilities:

· Provide administrative support to the VP of Commerical Operations/COO TC NORAMincluding calendar and email management requiring interaction with both internal staff and external customers. Ensure that proper preparation, conference details, meeting space and files are available for each day's meetings and events and ensure communication to all participants.
· Responsible for making domestic as well as international travel arrangements for Operations Leadership, including local transportation, hotel accommodations, and any driving directions needed. Availability for nonstandard hours to accommodate any travel issues that arise. Prepare electronic detailed travel itinerary prior to each trip.
· Work with other assistant(s) as needed to coordinate travel schedules when several team members are traveling to the same destination for the same purpose (business meetings, conferences, etc.)
· Arrange on and off-site meetings or events for the various teams. This includes internal development or professional services meetings, client meetings, departmental summer BBQ, Halloween, and other events. Includes coordination of hotel, catering, gifts, and car service for visitors.
· Coordinate Contractor relationships with agency including communication with internal manager, review of statements of work, and submitting invoices to Finance for payment.
· Responsible for timely and accurate completion of expense reports forOperationsLeadershipand review of expense reports of team members.
· Support recruiting and onboarding efforts including scheduling, travel, securing meeting space, etc.
· Compile weekly and monthly departmental Executive reports for development and professional services.
· Coordinate catering needs for customer, vendor, or other meetings.
· Participate in group who provide front desk receptionist coverage for lunches, breaks, vacations, and as needed.
· Order and maintain inventory of office supplies for departments.
· Provide support to other executives and direct reports as requested.
· Other duties as assigned.

Job Qualifications:
The ideal candidate will be experienced in handling a wide range of administrative support related tasks and will be able to work independently once instructions are given.

· The ability to effectively interact with staff at all levels in a fast-paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality along with a pleasant demeanor is crucial to this role.
· Ability to communication with customer and partners on logistical items.
· Attention to detail is important.
· A bias towards proactivity.
· Flexibility to accommodate rapidly changing priorities and deadlines.
· Maintains professional demeanor and calm composure.
· Proficiency in MS Office Suite.
· At least 2 years prior related experience.

Our diversity commitment: equality, diversity and inclusion are part of who we are. We’re committed to equal opportunities and treatment regardless of age, ethnicity, gender, beliefs, sexual orientation or disability.

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.