Administrative Assistant, Executive

This position is responsible for providing administrative support to the Chief Communications Officer and Chief Operations Officer, as well as department executives as appropriate.The main objective of the position is to ensure that the administrative requirements of the executives are met.

Responsibilities

• Provide administrative support for the COO and CCO, including managing their calendar, travel, and their respective internal communications priorities.As appropriate, the candidate is available to support other senior leaders of the respective departments as it relates to the senior executives’ agenda and priorities. 

• Organize events, meetings, and conferences, including the coordination of facilities, caterers, invitations, speakers, and event budgets. Responsible for all logistics and coordination related to department/group meetings and employee recognition programs. This also includes assisting with ship visits, annual department meetings, and internal and external CCL events that are the responsibility of the Operations and Communications departments.These meetings may involve participants from multiple departments and or vendors, including travel, booking meeting rooms, catering, audio/video, Wi-Fi, etc.

• Handle incoming calls and correspondence, and respond independently when possible. Review materials and print as needed, in advance of meetings. Prepare PowerPoint presentations as instructed.

• Compose and prepare confidential correspondence, reports, and other complex documents; maintains confidentiality of all corporate, personnel, and research matters.

• Leads select NGO partner agreements and the monthly Shipboard Veteran Recognition program, including corresponding with intended recipients and managing shipboard events.

• Work with the departments’ Finance support to ensure timely payment and financial record-keeping.

• Performs other duties as assigned

Requirements

• Bachelor's Degree

• 10+ years of senior-level administrative support with 10+ years of demonstrated accomplishments

• Must be able to work in a fast-paced environment with demonstrated ability to prioritize multiple competing tasks and demands.

• Interacts effectively with other executive admins and department staff.

• Oral communication: speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.

• Written communication: able to edit work for spelling and grammar, present numerical data effectively, and read and interpret written information. 

• Planning/organizing: able to prioritize and plan work activities and use time efficiently.

• Quality control: demonstrates accuracy and thoroughness and monitors own work to ensure quality.

• Adaptability to changes in the work environment.

• Manages competing demands and is able to deal with frequent change, delays, or unexpected events.

• Dependability: consistently timely, follows instructions, responds to management direction, and solicits feedback to improve performance. 

• 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, Monday through Thursday each week. Employees may work from their home on Fridays. Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area. 

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