Executive Administrative Assistant

Carnival Corporation; Miami (FL); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health Benefits including medical, dental, and vision plans

401(k) plan with a company match

Paid Time Off including holidays and vacation

Employee discounts on cruises

Tuition reimbursement

Job summary

Carnival Corporation is seeking an Executive Administrative Assistant in Miami to support the Global CHRO and assist with project management and administrative tasks. The ideal candidate will have a strong background in executive support with exceptional organizational and communication skills. This role involves managing multiple projects and complex schedules while maintaining utmost confidentiality and discretion.

Qualifications

• 10+ years of executive administrative support experience.
• Ability to handle confidential information with discretion.
• Demonstrated ability to solve complex problems independently.

Responsibilities

• Manage project tasks and timelines across various teams.
• Handle invoice payments and expenditure tracking.
• Coordinate complex travel arrangements and logistics.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Products

Job description

Join to apply for the Executive Administrative Assistant role at Carnival Corporation

Join to apply for the Executive Administrative Assistant role at Carnival Corporation

This position is responsible for providing project and administrative support to the Global CHRO as well as their direct reports and collaborates with Brand CHRO/HR Leadership Team. The ideal candidate will have experience working in a fast-paced environment, managing multiple projects, complex calendars, arranging detailed travel itineraries, team off-sites, supporting organizational structure changes, and other value-added HR programs including research, correspondence, and presentations. The successful candidate will possess outstanding planning, time management, organizational, and presentation skills. Superior attention to detail and the ability to meet tight deadlines while juggling a variety of tasks and requests is critical.

Essential Functions:

• Manage project tasks and timelines that require coordination with various teams across the organization.
• 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.
• Department liaison for current and potential vendors and service providers and manage the invoice process as well as chargeback.
• Coordinate all time and attendance related functions for the department, which includes using company time tracking system.
• Act as the department coordinator for Document Retention and Management, according to the company’s policies.
• Manage new employee onboarding process by ensuring employee is ready 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.
• Manage office supplies inventory control/purchase for team.
• Manage office/facility management requests (e.g., office location moves, order furniture or other items/tasks necessary to optimize use office space.)
• Proactively manage complex calendars and global schedules. Manage travel calendar to ensure travel does not conflict with standing meetings.
• Coordinate domestic and international travel arrangements/agenda.
• Responsible for all logistics and coordination related to speaking engagements, 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.
• Handle confidential materials and personal matters 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.
• Able to create with very high proficiency PowerPoint presentations, SharePoint sites, and Excel spreadsheets.
• 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 and collate data requests.
• Manage SharePoint sites by posting notes, presentations, action items, etc.
  
  

Qualifications:

• Bachelor’s degree or equivalent experience
• This position will complete administrative duties for GCHRO, direct reports, 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
  
  

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
• Must be able to work with various schedules as the job demands that may include weekends and late hours on an emergency basis.
• 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 in order 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)
• Experience working in a global organization with proven ability to operate in a matrix environment.
  
  

Physical Demands: Must be able to remain in a stationary position at a desk and/or computer for extended periods of time. Requires regular movement throughout CCL facilities. May need to stand for long periods of time.

Travel: None or very little travel

Work Conditions: Work primarily in a climate-controlled environment with minimal safety/health hazard potential. Work beyond normal business hours or on weekends may be required occasionally to support business needs, projects, or operations.

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 preschool program and wellness center at our Miami campus
  

About Us

Carnival Corporation & plc is the world’s largest leisure travel company, our mission to deliver unforgettable happiness to our guest through our diverse portfolio of leading cruise brands and island destinations, including Carnival Cruise Line, Holland America Line, Princess Cruises, and Seabourn in North America and Australia; P&O Cruises and Cunard Line in the United Kingdom; AIDA in Germany; Costa Cruises in Southern Europe.

Join us and embark on a career that offers not only the chance to grow professionally but also the opportunity to be part of a global community that makes a difference.

In addition to other duties/functions, this position requires full commitment and support for promoting ethical and compliant culture. More specifically, this position requires integrity, honesty, and respectful treatment of others, as well as a willingness to speak up when they see misconduct or have concerns.

Carnival Corporation & plc and Carnival Cruise Line is an equal employment opportunity/affirmative action employer. In this regard, it does not discriminate against any qualified individual on the basis of sex, race, color, national origin, religion, sexual orientation, age, marital status, mental, physical or sensory disability, or any other classification protected by applicable local, state, federal, and/or international law.

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fmlaen.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/eppac.pdf

https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Travel Arrangements

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