Executive Assistant

This position is responsible for providing administrative support to the North America Chief Supply Chain Officer (NACSCO).  The ideal candidate will have experience working in a fast-paced environment, managing complex calendars, arranging complex and detailed travel itineraries. As an experienced Executive Assistant, you will create efficiencies for the executive by screening calls and emails to prioritize correspondence, responding on behalf of the executive and direct reports or escalating when required.

Job Functions:

Administration & Department Support:

• Provide administrative support for the NACSCO.  Proactively manage complex calendars and global schedules
• Coordinate domestic and international travel arrangements.
• Department liaison for current and potential vendors and service providers.
• Handle confidential materials and personal matters for the NACSCO with the utmost degree of care, integrity, and discretion.
• Organize, prioritize, and appropriately manage time-sensitive, confidential information and ensure action required is addressed in a timely manner.
• Provide project administrative assistance as required, including:
• Coordinating and preparing department and project budgets based on input from department management.
• Coordinating all document repositories regarding projects and other internal documents.
• Able to create PowerPoint presentation and Excel spreadsheets.
• Developing project briefs and presentations as may be required.

Budget Tracking & Invoice Processing:

• 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
• Manage the department’s service payments, including but not limited to phone services, operational services, etc.

Employee Functions Management:

• Coordinate all time and attendance related functions for the department, which includes using Dayforce.
• Function as the department coordinator for Document Retention and Management, according to the company’s policies.
• Manage new employee onboarding process; maintaining onboarding handbook and ensure employee readiness to begin work (equipment, network access, desk set-up/ clean, telecom)
• Ability to be flexible, changing direction at a moment’s notice will be necessary for success.

Facilities Management:

• 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 facilities, meeting rooms, catering, guest rooms, audio/video, Wi-Fi, etc.
• Manage office/facility management requests (e.g. office location moves, order furniture or other items/tasks necessary to optimize use of office space.)
• Manage office supplies inventory control/purchase for team.

Qualifications:

• Bachelor’s degree in Business administration, Communications, or a related field - preferred.
• (Candidates with an associate degree and extensive relevant experience may also be considered.)
• Senior level executive administrative support with 10+ years of demonstrated accomplishments.
• Exceptional interpersonal abilities and communication skills
• Requires demonstrated abilities to interact with both internal and external contacts at all levels, up to and including executive leaders.
• Must display the utmost level of professionalism and integrity and provide positive representation for the department and the organization.
• Ability to handle confidential and sensitive information with discretion.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Excellent organizational skills and attention to detail, with the ability to multi-task and think and act proactively.
• Ability to communicate confidently at the highest levels and build effective internal and external relationships.
• Expert current knowledge in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Visio)
• Experience working in a global organization with proven ability to operate in a matrix environment.

Knowledge, Skills & Abilities:

• This role will typically be challenged with balancing competing priorities and communicating effectively with all levels of the organization. Experience with event coordination and project management is necessary.
• They will have problem solving skills, a strong sense of urgency, writing skills, and attention to detail.
• This incumbent will have demonstrated strong PowerPoint skills, and be able to use data, graphics and visuals to create original presentations of data, trends and conclusions from provided information.
• This role will need to be comfortable communicating with individuals from all levels of the organization and external community and government stakeholders. The ability to maintain confidentiality is critical. They will provide service to internal and external clients in a manner consistent with the company’s core values.

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 likely.

Work Conditions: Work primarily in a climate-controlled environment with minimal safety/health hazard potential.  Must be able to come into the office (1) day a week.

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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