Executive Administrative Assistant - Carnival Global Brand

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

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