Executive Administrative Assistant

Job ID 8480 Location Miami Date posted 06/06/2024

Job Description

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 chargebacks.
• 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)
• 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:

• Education: Bachelor's degree or equivalent experience preferred.
• Required Years and Area of Professional Experience: 10 years
• Preferred Experience & Type: 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.
  
  
  

Decision-Making:

• Operational: Decisions focus on day-to-day activities within the company. Decisions made at this level help to ensure that daily activities proceed smoothly and therefore help to move the company toward reaching a strategic goal. They have short term consequences. Examples are: Handling employee conflicts, purchasing materials needed for operations.
• Standard: These decisions are those that are repetitive decisions on a recurring basis and are commonly related to daily activities. They are relatively simple, relying on historical data and previous solutions.
  
  
  

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 likely.

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

The hourly range for this role is $21.00-$38.00. Offers to the 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 7 company-wide holidays, plus an additional floating holiday 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, wellness center, and health clinic at our Miami campus
  
  
  

About Us

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 is a global cruise company and one of the largest vacation companies in the world. Our portfolio of leading cruise brands includes Carnival Cruise Line, Holland America Line, Princess Cruises and Seabourn in North America; P&O Cruises, and Cunard Line in the United Kingdom; AIDA in Germany; Costa Cruises in Southern Europe; and P&O Cruises in Australia. Our employees have a responsibility to be accountable for all actions. We consider the environment in all aspects of our business and have a responsibility to put safety andsustainability first. We live and share a positive attitude which is based on fostering an environment of inclusion, trust, a willingness to listen, openness and integrity.

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.

Benefits as a member of Carnival's Team:

• A comprehensive benefit program which includes medical, dental and vision plans
• Additional programs include company paid term life insurance and disability coverage and a 401(k) plan that includes a company match
• Employee Stock Purchase plan
• Paid vacation and sick time
• Cruise benefits
• An on-site fully accredited preschool educational program located at our Doral campus
• An on-site Wellness Center and Health clinic at our Doral campus
  
  
  

To view a copy of Carnival's FMLA, EEO and EPPA posters please visit: (click or copy and paste link into your browser).