Administrative Assistant - Port Development

American Cruise Lines; Guilford (CT); On-site; USD 42,000 - 54,000; Full time

Job summary

American Cruise Lines in Guilford, CT is seeking an Administrative Assistant to support the Port Development and Construction team with organized, detail-oriented administrative processes. This role tracks invoices, licenses, contracts, and scheduling to keep department priorities on track and compliant.

The position reports to the Contract Administrator and requires a Bachelor’s degree or equivalent, strong organizational and Excel skills, and excellent English communication.

Qualifications

• Bachelor’s degree or equivalent.
• Strong organizational skills.
• Excellent verbal and written communication in English.
• Strong Excel skills.

Responsibilities

• Prepare, process, and track monthly and yearly invoicing to ensure accuracy and timely completion.
• Coordinate license renewals, maintain renewal calendars, and ensure required documentation is submitted on schedule.
• Review contracts and prepare clear summaries of key terms, deadlines, obligations, and renewal requirements.
• Track payments, accounting records, and related follow-up items in coordination with internal departments.
• Maintain scheduling trackers, monitor upcoming deadlines, and provide regular updates to ensure tasks remain on schedule.
• Provide administrative support for department projects, records, correspondence, and day-to-day office coordination.
• Communicate professionally with internal teams, vendors, and outside partners to collect information and resolve outstanding items.
• Other duties as assigned.

Skills

Organizational skills

Attention to detail

Communication skills (English)

Written communication

Education

Bachelor’s degree or equivalent

Tools

Excel

Job description

American Cruise Lines is seeking an Administrative Assistant to join the team at our Guilford, CT Corporate Headquarters. Our rapid expansion has made us the largest overnight passenger vessel in the US domestic market. As our fleet grows, so does the need to ensure our long-term strategic cruise planning goals are met.

The Administrative Assistant will provide organized, detail-oriented support to the Port Development and Construction team by managing recurring administrative processes, tracking key deadlines, and maintaining accurate records. This role will be responsible for monthly and yearly invoices, license renewals, contract summaries, payment and accounting tracking, and scheduling trackers to help ensure department priorities are completed accurately and on time. This role will report to the Contract Administrator.

At American Cruise Lines, we are driven by our values—Optimism, Commitment, Patriotism, and Merit. These values shape our culture, our service, and our people, guiding us as we work together to Share America’s Story on the Finest American Ships.

Responsibilities

• Prepare, process, and track monthly and yearly invoicing to ensure accuracy and timely completion.
• Coordinate license renewals, maintain renewal calendars, and ensure required documentation is submitted on schedule.
• Review contracts and prepare clear summaries of key terms, deadlines, obligations, and renewal requirements.
• Track payments, accounting records, and related follow-up items in coordination with internal departments.
• Maintain scheduling trackers, monitor upcoming deadlines, and provide regular updates to ensure tasks remain on schedule.
• Provide administrative support for department projects, records, correspondence, and day-to-day office coordination.
• Communicate professionally with internal teams, vendors, and outside partners to collect information and resolve outstanding items.
• Other duties as assigned.

Qualifications

• Bachelor’s degree or equivalent.
• Strong organizational skills.
• Strong Excel skills.
• Detail oriented.
• Excellent verbal and written communication skills (English).

Work Schedule

• Ability to work in-person at our Guilford, CT home office.

Why Join American Cruise Lines?

At American Cruise Lines, our people are the driving force behind our success. As the nation’s leader in U.S. river cruising, we’re experiencing rapid growth — and we’re investing in top talent to grow with us. When you join our team, you’ll find a dynamic work environment that values innovation, collaboration, and excellence, with real opportunities to build your career and make an impact.

Applicant Acknowledgment

By proceeding to apply for the above position, I acknowledge that I have read and understand the description of the job position for which I am applying. I agree that it accurately reflects the essential functions of the position, and I represent that I can complete the essential functions of the position.

Equal Opportunity Employer

American Cruise Lines is committed to providing equal employment opportunities for all employees and applicants. American Cruise Lines bases all employment decisions on business needs, job requirements, and individual qualifications without regard to protected characteristics, including, but not limited to, race, color, religion, sex (including pregnancy), national origin and citizenship, age (40 and over), disability (including perceived disability), genetic information, military service, or any other protected characteristic under applicable federal, state, or local law. This policy applies to all aspects of employment and employment decisions, including, but not limited to, hiring, selection, job assignment, training, compensation, promotion, discipline, termination, and access to benefits.

This job description is not intended to be a comprehensive list of the duties and responsibilities of the position and such duties and responsibilities may change without notice.