Executive Assistant Job at Carnival Corp in Miami

Overview

Executive Assistant To North America Chief Supply Chain Officer

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

Responsibilities

• Administration & Department Support: Provide administrative support for the NACSCO. Proactively manage complex calendars and global schedules. Coordinate domestic and international travel arrangements. Department liaison for current and potential vendors and service providers. Handle confidential materials and personal matters for the NACSCO with the utmost degree of care, integrity, and discretion. Organize, prioritize, and appropriately manage time-sensitive, confidential information and ensure action required is addressed in a timely manner. Provide project administrative assistance as required.
• Budget Tracking & Invoice Processing: Manage invoice payments and tracking for all department expenditures, including use of MS Excel spreadsheets for recording and tracking. Complete T&E statements for department and other reimbursement forms for approval. Manage the department's service payments, including but not limited to phone services, operational services, etc.
• Employee Functions Management: Coordinate all time and attendance related functions for the department, including using Dayforce. Function as the department coordinator for Document Retention and Management, according to the company's policies. Manage new employee onboarding process; maintaining onboarding handbook and ensure employee readiness 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.
• Facilities Management: 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 facilities, meeting rooms, catering, guest rooms, audio / video, Wi-Fi, etc. Manage office / facility management requests (e.g. office location moves, order furniture or other items / tasks necessary to optimize use of office space). Manage office supplies inventory control / purchase for team.

Knowledge, Skills & Abilities

• 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; ability to use data, graphics and visuals to create original presentations.
• Comfortable communicating with individuals from all levels of the organization and external community and government stakeholders. Ability to maintain confidentiality. Provide service to internal and external clients in a manner consistent with the company's core values.
• Demonstrated ability to interact with internal and external contacts at all levels, up to executive leaders. Professionalism and integrity; positive representation for the department and organization.
• Ability to handle confidential and sensitive information with discretion. Versatility, flexibility, and willingness to work within changing priorities. Excellent organizational skills and attention to detail; multi-tasking and proactive thinking.
• Ability to communicate confidently at the highest levels and build effective internal and external relationships. Expert knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel, Visio). Experience working in a global matrix organization.

Qualifications

• Bachelor's degree in Business Administration, Communications, or 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. Professionalism and integrity; ability to handle confidential information with discretion. Versatility and flexibility in changing priorities. Excellent organizational skills and attention to detail; ability to multi-task and be proactive. Ability to communicate confidently at the highest levels and build relationships. Expert current knowledge in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Visio). Experience working in a global organization with 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.

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 designated 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.

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 includes annual incentives, benefits, and professional development opportunities.

Benefits

• Health Benefits: Cost-effective medical, dental and vision plans.
• Employee Assistance Program and other mental health resources. Company-paid term life insurance and disability coverage.
• Financial Benefits: 401(k) with company match. Employee Stock Purchase plan. Paid Time Off.
• Holidays, Vacation Time, Sick Time: Holidays and time-off details per policy; tenure-based increases.
• Other Benefits: Complementary stand-by cruises, employee discounts on confirmed cruises, special rates for family and friends. Tuition reimbursement and on-site fitness center at the Miami campus.