Creative Development Coordinator

The Coordinator of Creative Development is responsible for organizing travel, managing onboarding documentation, invoicing, and tracking payments and contracts for all vendors, partners, and contractors. This role includes coordinating logistics for installations, ship visits, and creative meetings, as well as maintaining and contributing to process improvements for an efficient workflow and providing comprehensive administrative support. Additionally, this individual must collect and prepare reports, conduct research, build workflow templates, and create presentations for senior management as needed.

Essential Functions:

• Program, Operations, Support and Innovation
  • Department Support: Assist with the sourcing of new branded materials for entertainment experiences and shows, coordinate shipping, and attend installations to manage loading, distribution, and inventory. Main liaison for requesting and maintaining cabin needs. Assist with the set up projects, goals, and initiatives in provided data based software. Oversee the Organization and management of the file structures for SharePoint and ShareFile.
  • Communication: Collaborate, coordinate, and facilitate comprehensive support for team members, vendors, partners, contractors, and other departments in a positive and productive manner.
  • Meeting Planning: Coordinate the organization of events, meetings, conventions, and ideation/research trips. This includes managing travel arrangements, creating itineraries, preparing PowerPoint presentations, printing materials, setting up facilities and rooms, arranging catering services, and overseeing budgets.
  • Sourcing: Assist in developing, planning, and executing the procurement of new products and supplies. Maintain the vendor product and supply inventory and coordinate purchase and shipment logistics with Carnival’s warehouse and shipping team for each installation.
  • Special Projects: Assist Creative Department as needed. Assist in the planning and logistics of in-person departmental meetings.
• Teamwork
  • Environment: Participate in team meetings, including weekly creative development meetings, monthly upper management development update meetings, and entertainment sub department communication meetings (in addition to the events, meetings, conventions, and ideation/research trips outlined above) Assist with the preparation of PowerPoint presentations, updating tasks in ClickUp and notetaking. Contribute to fostering a positive team environment and promoting a culture of mutual respect and support.
  • Cultural Essentials: Live Carnival’s expected behaviors, such as speaking up, respecting, and protecting, improving, communicating, listening and learning, and empowering. Encourage team members to share their insights, challenges, and suggestions to enhance collaboration and operational success, while proactively resolving conflicts.
  • DEI: Support and promote diversity, equity, and inclusion (DEI) by integrating these principles into all development meetings fostering an inclusive workplace culture.
• Collaborate
  • Cross- Functional: Work with other Entertainment departments to support the alignment and consistency for development, fleet installations and new build deliveries.
  • Inter Company: Maintain regular communication and foster collaboration with internal and external stakeholders, including the following:
    • Crew Cabins: Coordinate all creative development installations, rollouts, and new builds.
    • Travel: Manage travel arrangements for team members, vendors, partners, and contractors, including flights, hotels, and car rentals.
    • Accounts Payable: Address Accounts Payable inquiries in Markview and handle the setup of new vendors, partners, and contractors.
    • Marketing: Communicate new entertainment offerings, provide promotional assets, and assist with the organization of events and filming needs.
    • Legal: Follow up on contract-related questions.
    • Communications: Collaborate and coordinate the involvement in events such as naming ceremonies and ship inaugurals.
    • Financial Accounting: Communicate the reclassification of expenses for capital accounts.
    • Sourcing: Support efforts to acquire new products and supplies for new entertainment offerings.
  • External:  Oversee and coordinate the requirements of all vendors, partners, and contractors, ensuring seamless logistics for creative meetings, ship visits, and installations. This includes managing travel arrangements, visit passes, boarding lists, sign-on instructions, and onboard protocols.
• Safety and Compliance
  • Safety Practices: Embrace safety practices and attend training programs, ensuring the highest level of guest and crew safety while maintaining operational integrity. Ensure vendors, partners, contractors are prepared to fulfill onboard safety-related duties.
  • Compliance Adherence: Ensure full compliance with company policies and procedures, emphasizing safety protocols and operational standards as outlined by Global HESS (Health, Environment, Safety, and Security) ADA guidelines, IT Compliance, Finance, and Travel.
  • Immigration and Legal Compliance: Ensure adherence to immigration laws and regulations of each country by communicating effectively with foreign port authorities. Collaborate closely with the Management and Shipboard HR to ensure all vendors, partners, and contractors are legally permitted to work onboard.
  • Data Privacy and Background Checks: Protect the personal information of all vendors, partners, and contractors by maintaining robust data security measures. Support the process for maintaining background checks so they follow Carnival Cruise Line's onboarding procedures.
• Program Evaluation
  • Data-Driven Decision Making: Support the gathering of data and analytics to propose program enhancements and the creation of new entertainment options.
• Financial Accountability
  • Vendor Set Up: Facilitate the setup of new vendors, partners, contractors by collecting and verifying all required documentation, including completed GSM Supplier Information forms, sample invoices with preprinted banking information.
  • Invoice Processing: Review and process all travel invoices, ensuring all invoices are coded correctly and approved in a timely manner. Tracking payments and costs.
  • Capital Planning: Assist with monthly project spending and communication of reallocations. 
  • Travel and Expense: Travel and Expense: Responsible for managing their own and all vendors, partners, and contractors travel arrangements and expenses in accordance with Carnival Cruise Line's travel policies and procedures. This includes submitting expense reports in a timely manner. The Team Member will ensure that all travel arrangements are cost-effective and compliant.

Qualifications:

• Associates degree in Business, Hospitality & Tourism, Entertainment Management, Administrative Support
• 1-2 years working in an administrative support capacity, preferably in the entertainment industry
• Proficiency in PowerPoint and Microsoft 365 office products, with advanced skills in Excel, Word, and Power Point.
• Specialty Platform Experience: Experience with click up and database software, InDesign and Canva, a plus   

Knowledge, Skills and Abilities:

• Communication: Excellent verbal and written communication skills for effective interaction with team members, vendors, and stakeholders. 
• Time Management: Strong ability to manage time efficiently to meet deadlines and keep projects on track.
• Organization: Skilled in setting priorities and maintaining well-organized tasks and projects.
• Project Management: Proficient in project management principles and capable of multitasking.
• Adaptability: Flexible and able to adjust to changing circumstances and handle unexpected challenges.
• Attention to Detail: Meticulous in ensuring accuracy and thoroughness in all tasks.
• Problem-Solving: Strong aptitude for identifying issues and developing effective solutions.
• Teamwork: Collaborative and willing to work with others to achieve common goals.
• Self-Directed: Capable of handling multiple tasks and projects independently.
• Diplomacy: Mature and able to maintain confidentiality. 

Physical Demands: Must be able to remain in a stationary position at a desk and/or computer for extended periods of time. Requires regular movement throughout CCL facilities.

Travel: Less than 25% shipboard travel likely. Less than 25% non-shipboard travel likely.

Work Conditions: Work primarily in a climate-controlled environment with minimal safety/health hazard potential.Some after hours or weekend work maybe requested from time to time.

This position is classified as “in-office.” As an in-office role, it requires employees to work from a designated Carnival office in South Florida Tuesday through Thursday each week. Employees may work from their homes on Mondays and Fridays.  Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.

Offers to selected candidates will be made on a fair and equitable basis, taking into account specific job-related skills and experience.  

At Carnival, your total rewards package is much more than your base salary. All non-sales roles participate in an annual cash bonus program, while sales roles have an incentive plan. Director and above roles may also be eligible to participate in Carnival’s discretionary equity incentive plan. Plus, Carnival provides comprehensive and innovative benefits to meet your needs, including:

• Health Benefits:
  • Cost-effective medical, dental and vision plans
  • Employee Assistance Program and other mental health resources
  • Additional programs include company paid term life insurance and disability coverage 
• Financial Benefits:
  • 401(k) plan that includes a company match
  • Employee Stock Purchase plan
• Paid Time Off
  • Holidays – All full-time and part-time with benefits employees receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee’s discretion. 
  • Vacation Time – All full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year.  All employees gain additional vacation time with further tenure.
  • Sick Time – All full-time employees receive 80 hours of sick time each year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 60 hours each year.  
• Other Benefits
  • Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends
  • Personal and professional learning and development resources including tuition reimbursement 
  • On-site preschool program and wellness center at our Miami campus

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