Executive Assistant Job at Carnival Corporation & plc in Miami

Overview

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

Responsibilities

• Provide administrative support for the NACSCO.
• Proactively manage complex calendars and global schedules.
• Coordinate domestic and international travel arrangements.
• Act as a department liaison for current and potential vendors and service providers.
• Handle confidential materials and personal matters for the NACSCO with utmost care, integrity, and discretion.
• Organize, prioritize, and manage time-sensitive, confidential information and ensure required actions are 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.
• Ability to create PowerPoint presentations and Excel spreadsheets.
• Developing project briefs and presentations as needed.

Budget Tracking & Invoice Processing

• Manage invoice payments and tracking for all department expenditures, including use of MS Excel for recording and tracking.
• Complete T&E statements and other reimbursement forms for approval.
• Manage the department’s service payments, including phone services and other operational services.

Employee Functions Management

• Coordinate all time and attendance functions for the department, including use of Dayforce.
• Function as the department coordinator for Document Retention and Management according to company policies.
• Manage new employee onboarding process, maintaining onboarding handbook and ensuring employee readiness (equipment, network access, desk setup/clean, telecom).
• Demonstrate flexibility and the ability to adapt to changing directions quickly.

Facilities Management

• Coordinate logistics for department meetings, including negotiating hotel facilities, meeting rooms, catering, guest rooms, audio/video, and Wi-Fi.
• Manage office/facility requests (e.g., office location moves, furniture purchases) to optimize office space.
• Manage office supplies inventory control and purchasing for the team.

Knowledge, Skills & Abilities

• Ability to balance competing priorities and communicate effectively with all levels of the organization. Experience with event coordination and project management is necessary.
• Problem solving skills, a strong sense of urgency, writing skills, and attention to detail.
• Strong PowerPoint skills; able to use data, graphics, and visuals to create original presentations.
• Ability to communicate with individuals from all levels of the organization and external stakeholders; ability to maintain confidentiality is critical. Provide service consistent with company values.
• Ability to interact with internal and external contacts up to executive leaders.
• Professionalism and integrity; positive representation for the department and the organization.
• Ability to handle confidential information with discretion.
• Versatility, flexibility, and willingness to adapt to changing priorities with enthusiasm.
• Excellent organizational skills, attention to detail, and ability to multi-task and be proactive.
• Ability to communicate confidently at the highest levels and build effective relationships.
• Expert knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel, Visio).
• Experience working in a global organization with ability to operate in a matrix environment.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field preferred (candidates with an associate degree and extensive relevant experience may be considered).
• Senior-level executive administrative support with 10+ years of demonstrated accomplishments.
• Exceptional interpersonal abilities and communication skills; ability to interact with internal and external contacts at all levels, including executive leaders.
• Professionalism and integrity; ability to handle confidential information with discretion.
• Versatility, flexibility, and willingness to adapt to changing priorities with enthusiasm.
• Excellent organizational skills and attention to detail; ability to multi-task and think proactively.
• Ability to communicate confidently at the highest levels and build effective relationships.
• Expert knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel, Visio).
• Experience working in a global organization with 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.

Travel

None or very little travel.

Work Conditions

Work primarily in a climate-controlled environment with minimal safety/health hazard potential.

This position is classified as in-office. It requires employees to work from a Carnival office in South Florida Tuesday through Thursday each week. Employees may work from home on Mondays and Fridays. Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.

Benefits

Offers to selected candidates will be made on a fair and equitable basis, taking into account specific job-related skills and experience. Total rewards include annual bonus or incentive plans, and comprehensive benefits.

• Health Benefits: medical, dental, vision plans; Employee Assistance Program; life insurance and disability coverage.
• Financial Benefits: 401(k) with company match; Employee Stock Purchase Plan.
• Paid Time Off: holidays, vacation, sick time with details per policy and tenure.
• Other Benefits: cruise discounts, learning resources including tuition reimbursement, on-site fitness center in Miami.

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About Us

Carnival Corporation & plc is the world’s largest leisure travel company, with a diverse portfolio of cruise brands and destinations.

Join us for a career that offers growth and the opportunity to be part of a global community.

We are committed to ethical and compliant culture. We value integrity, honesty, and respectful treatment of others, and encourage speaking up about misconduct or concerns.

Carnival Corporation & plc and Carnival Cruise Line are equal employment opportunity/affirmative action employers. We do not discriminate on any protected characteristic.