Job Description

This position is responsible for providing administrative support to the Executive, as well as their direct reports as may be needed. The ideal candidate will have experience working in a fast-paced environment, managing multiple complex calendars, arranging complex and detailed travel itineraries. As an experienced Executive Assistant, you will create efficiencies for the executive by screening phone calls and emails to prioritize correspondence, responding on behalf of the executive or escalating when required.

ESSENTIAL FUNCTIONS:

The main responsibilities of the position are as follows:

• Provide administrative support for the executive
• Proactively manage complex calendars and global schedules
• Coordinate domestic and international travel arrangements
• Able to create PowerPoint presentation and Excel spreadsheets.
• Department liaison for current and potential vendors and service providers.
• Handle confidential materials and personal matters for the Executive with the utmost degree of care, integrity, and discretion
• Organize, prioritize and appropriately handle time-sensitive, confidential information and ensure action required is addressed in a timely manner
• Manage the department’s service payments, including but not limited to phone services, operational services, etc.
• 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 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.
• 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.
• Coordinate all time and attendance related functions for the department, which includes using Kronos.
• Act as the department coordinator for Document Retention and Management, according to the company’s policies.
• Ability to be flexible, changing direction at a moment’s notice will be necessary for success.
• Manage office supplies inventory control/purchase for team.
• Assist in other office responsibilities as required.

POSITION SCOPE:

This position will complete administrative duties for Executive and others within the department as may be needed. This role demands a strong sense of urgency and the ability to work independently on assignments with sound judgment, proactively solving complex problems that impact the department. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals is imperative. The successful candidate will possess outstanding planning, time management, and organizational skills. Superior attention to detail and the ability to meet tight deadlines while juggling a variety of tasks and requests is critical.

REPORTING RELATIONSHIP: This position reports to Executive supporting the department.

QUALIFICATIONS:

Education: A Bachelor’s degree or equivalent experience is required.

Knowledge, Skills & Abilities: The individual in this role will be a seasoned administrative professional with the following expertise and attributes:

• 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 to 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.

#LI-LS1

#LI-Remote

The range for this role’s base salary is $36.00 to $37.00 per hour. 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 are also eligible for an additional vesting equity 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 7 company-wide holidays, plus an additional floating holiday 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, wellness center, and health clinic at our Miami campus
  
  

About Us