SP&D Project Coordinator

Starboard Cruise Services; Florida; On-site; USD 42,000 - 60,000; Full time

Job summary

Starboard Cruise Services is seeking an experienced Administrative Assistant to provide proactive daily support to the VP, GM RCL & Asia and to the SPD team, handling calendars, meetings and travel arrangements. You will manage heavy calendar activity, coordinate domestic and international travel, process expense reports, and support the SPD function with PO creation and file upkeep.

Applicants should have 4–6 years of administrative experience, an Associate's degree, and strong MS Office skills

Qualifications

• 4–6 years of administrative experience.
• Associate's Degree required.
• Experience managing calendars and travel arrangements.
• Proficient with MS Office and able to handle confidential information.

Responsibilities

• Organizes Outlook calendars and responds to meeting requests.
• Coordinates meetings, catering, space, and attendees.
• Manages domestic and international travel including air/ground transport, hotels, visas, and travel docs.
• Processes expense reports and reviews others under T&E policies.

Skills

Administrative experience

Calendar management

Discretion & confidentiality

Communication skills

Report writing

Education

Associate's Degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

This role provides proactive daily administrative support to the VP, GM RCL & Asia and to the Store Plan & Design (SPD) team by handling crucial administrative tasks to contribute to the overall successful day to day operations of the office.

What you'll be doing:

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative Support:

• Organizes Microsoft Outlook calendars by actively responding to meeting requests, coordinating with other Assistants
• Organizes, prioritizes, and summarizes incoming materials, special requests and meetings
• Coordinates logistics for a variety of meetings, including arranging catering, securing space, and communicating with attendees
• Coordinates domestic and international travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation
• Processes expense reports and reviews/approves others expense reports with strong knowledge of T&E policies to ensure compliance

SP&D Support:

• Supports Store Planning & Design with administrative support. Creating PO's, submitting POs for payment in Concur, saving the financial information on correct Team folder
• Adding all financial back up of CAPEX projects in Smartsheet to keep track of budget.
• New vendor set-up
• Generate Boarding requests, cabin requests for the team when needed for projects and ship visits
• Submit, process, and archive Yard documentation
• Ensure all SP&D Teams folders are updated with relevant and current project information

What we're looking for:

Education and Experience:

• 4 -6 Years of Experience
• Associate's Degree Required

Knowledge, Skills & Abilities:

• Prior Administrative experience
• Heavy calendar management experience. Experience booking domestic and international travel
• Advanced in Microsoft Outlook, Word, Excel, and PowerPoint
• Handles highly confidential and/or sensitive matters with discretion and tact, observing and honoring confidentiality when appropriate
• Strong interpersonal communication skills, communicate effectively by actively listening, checking for understanding, adjusting communication content and style to meet diverse stakeholders, and providing timely, helpful information to others
• Outstanding communication skills (written and oral)
• Ability to create reports, write policies & procedures, and draft correspondence
• Master problem solver who has an exceptional ability to prioritize assignments with competing deadlines and follow-through to completion with minimal supervision, as well as the ability to change directions at a moment's notice
• Express a "can do" attitude with the mentality that no task is too big or too small. Cares about executing with excellence and takes ownership of outcome of work
• Strong sense of urgency and show grace under pressure
• Administrative professional who is positive and proactive, and who demonstrates passion and enthusiasm

Travel Requirements:

Less than 10% of time

Other:Position Type/Expected Hours of WorkSome flexibility in hours is permitted, employee must be available during the "core" work hours of 8:00 a.m. to 5:00 p.m. Monday – Friday and must work 30 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.

Physical Demands:Office environment with frequent sitting, walking and standing, occasional climbing, stooping, kneeling, crouching and balancing. Frequent use of eye, hand and finger coordination enabling use of office machinery. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Oral and auditory enabling interpersonal communication as well as communication automated devise such as the telephone.

What we commit to:

At Starboard Group and Onboard Media curating a vibrant world can only be accomplished by vibrant and diverse teams. We are committed to nurturing a workplace where you can feel safe to show up authentically and thrive while being uniquely you. Our North Star guides us to deliver equal employment opportunities for all individuals and to providing employees with an equitable work environment free of discrimination and harassment. We also aim to extend this commitment to the partners we work with and the guests we serve. We are constantly listening, learning, and evolving to deliver on these promises.

We believe our differences make us stronger and are curious to see you leverage your lived experiences to strengthen our team, our culture and your career. At Starboard Group and Onboard Media we take action so that no one is discriminated against because of their differences, such as age, disability (physical, mental or sensory), ethnicity, gender, gender identity and expression, religion, sexual orientation, military/veteran status, genetic information, family care status or any other basis protected by federal, state or local laws. All employment decisions will be made based on business needs, job requirements and individual qualifications.

So come onboard with us and celebrate a culture that attracts top talent with shared values and forms the foundation for a great place to work.