Administrative Assistant

The Administrative Assistant role will be responsible for providing administrative support to the Vice President, Destinations Development, VP of Accounting and Finance, Associate VP of Destinations Development, as well as their direct reports.  The main objective of the position is to ensure the administrative requirements of the function are appropriately addressed. The Global Ports and Destinations Development Department is responsible for the construction of our newest destination, Celebration Key in Grand Bahama, expansion of our private island Half Moon Cay and many other projects.  Celebration Key, set to open in July 2025, will be a world-class destination that will host more than 2 million annual passengers and will allow our guests to enjoy unique island-style fun, relaxation, and adventure. The destination provides unforgettable experiences like a mile-long white sand beach, freshwater lagoons, local Bahamian flavors, and shopping, plus excursions and more.  In addition to Celebration Key and the Half Moon Cay expansion, GPDD is responsible for the development and operations of our six existing Carnival-owned destinations in the Caribbean: Grand Turk (Turks and Caicos), Mahogany Bay (Roatan, Honduras), Puerta Maya (Cozumel, Mexico), Amber Cove (Puerto Plata, Dominican Republic), Half Moon Cay (Little San Salvador, The Bahamas), and Princess Cays (Eleuthera, The Bahamas). The 6 existing destinations are expected to welcome more than 6 million visitors in 2024, with that number expected to grow significantly once Celebration Key is opened, and they include a variety of world-leading amenities such as: pristine beaches, pools, swim-up bars, water activities, food and beverage, retail, and cultural exhibits. 

Job Functions:

• Provide project administrative assistance as required, including: Coordinating and preparing department and project budgets based input from department management. Coordinating all document repositories regarding projects and other internal documents. Developing project briefs and presentations as may be required.
• Responsible for all logistics and coordination related to department/group meetings.  These meetings may involve participants from multiple departments and Carnival Operating Companies and would include negotiating Hotel facility meeting rooms, catering, guest rooms, audio/video, Wi-Fi, etc.
• Provide administrative support for the Destinations Development and Accounting & Finance teams of GPDD. Manage and coordinate all travel itineraries and arrangements for the department. Department liaison to current and potential vendors and service providers.
• Manage the department’s service payments, including by not limited to phone services, operational services, etc. Manage invoice payments and tracking for all department expenditures which includes use of MS Excel spreadsheets for recording and tracking.  Complete T&E statements for department and other reimbursement forms for approval.
• Act as the department coordinator for Document Retention and Management, according to the company’s policies.   Manage office supplies inventory control/purchase for GPDD. Schedule and coordinate all charter flights to Half Moon Cay including all employees and contractors.
• Assist in managing contract approval process with various departments and document retention as per policy.   Prepare PowerPoint presentations as instructed by senior management.

Qualifications:

• Bachelor's Degree. Senior level administrative support with 5-7 years of demonstrated accomplishments. Previous hospitality experience strongly preferred.
• Proficient in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Visio).  Ability to communicate confidently at the highest levels and build effective internal and external relationships. Excellent organizational awareness and proven ability to operate in a matrix environment. Strong interpersonal and communication skills.

Knowledge, Skills & Abilities:

• Ensure the administrative requirements of the function are appropriately addressed. The Global Ports and Destinations Development Department is responsible for the construction of our newest destination, Celebration Key in Grand Bahama, expansion of our private island Half Moon Cay and many other projects.
• Ensure the administrative requirements of the function are appropriately addressed to mitigate any issues.
• Coordinating and preparing department and project budgets-based input from department.
• Department liaison to current and potential vendors and service providers.

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

Travel: None or very little travel.

Work Conditions: Work primarily in a climate-controlled environment with minimal safety/health hazard potential. 

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 Fitness center at our Miami campus 

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