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Executive Administrative Assistant (Hybrid)
Company | Carnival Corporation |
Address | , Miami |
Employment type | FULL_TIME |
Salary | |
Expires | 2023-10-14 |
Posted at | 8 months ago |
This position is responsible for providing administrative support to the Chief Procurement Officer, as well as their direct reports, Vice Presidents of Global Sourcing. The ideal candidate will have experience working in a fast-paced environment, managing multiple complex calendars, arranging complex and detailed travel itineraries. As an experienced Executive Assistant, you will create efficiencies for the executive by screening phone calls and emails to prioritize correspondence, responding on behalf of the executive and direct reports or escalating when required.
ESSENTIAL FUNCTIONS:
The main responsibilities of the position are as follows:
- Manage office supplies inventory control/purchase for team.
- Manage invoice payments and tracking for all department expenditures which includes use of MS Excel spreadsheets for recording and tracking.
- Department liaison for current and potential vendors and service providers.
- Coordinating and preparing department and project budgets-based input from department management.
- Act as the department coordinator for Document Retention and Management, according to the company’s policies.
- Coordinate domestic and international travel arrangements
- Coordinating all document repositories regarding projects and other internal documents.
- Complete T&E statements for department and other reimbursement forms for approval.
- Coordinate all time and attendance related functions for the department, which includes using Kronos.
- Proactively manage complex calendars and global schedules
- Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure action required is addressed in a timely manner
- 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 facility meeting rooms, catering, guest rooms, audio/video, Wi-Fi, etc.
- Handle confidential materials and personal matters for the CPO and Direct Reports with the utmost degree of care, integrity, and discretion
- Manage office/facility management requests (e.g. office location moves, order furniture or other items/tasks necessary to optimize use office space.)
- 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.
- Ability to be flexible, changing direction at a moment’s notice will be necessary for success.
- Developing project briefs and presentations as may be required.
- Able to create PowerPoint presentation and Excel spreadsheets.
- Provide administrative support for the CPO and direct reports
- Manage the department’s service payments, including but not limited to phone services, operational services, etc.
- Manage new employee onboarding process; maintaining onboarding handbook and ensure employee ready to begin work (equipment, network access, desk set-up/ clean, telecom)
POSITION SCOPE:
This position will complete administrative duties for CPO, 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. The successful candidate will possess outstanding planning, time management, and organizational skills. Superior attention to detail and the ability to meet tight deadlines while juggling a variety of tasks and requests is critical.
REPORTING RELATIONSHIPS:
This position reports directly to Vice President Global Sourcing Center of Excellence but will have indirect reporting to the CPO and other Global Sourcing Vice Presidents supporting the department.
QUALIFICATIONS:
Education: A Bachelor’s degree or equivalent experience is required.
Knowledge, Skills & Abilities:
The individual in this role will be a seasoned administrative professional with the following expertise and attributes:
- Expert current knowledge in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Visio)
- 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.
- Must display the utmost level of professionalism and integrity in order to provide positive representation for the department and the organization.
- Senior level executive administrative support with 10+ years of demonstrated accomplishments.
- Exceptional interpersonal abilities and communication skills
- Ability to handle confidential and sensitive information with discretion
- Requires demonstrated abilities to interact with both internal and external contacts at all levels, up to and including executive leaders.
- Experience working in a global organization with proven ability to operate in a matrix environment.
PHYSICAL DEMANDS & TRAVEL:
Physical Demands: Work may be primarily sedentary where sitting is required much of the time; mobility, walking and standing will be required occasionally. Visual acuity is required to perform activities such as: heavy computer work, filing, preparing data, reading documents, reports and emails.
Travel Requirements: Occasional local travel will be required to attend and assist with offsite meeting preparations.
WORK CONDITIONS:
Position will be hybrid; with ability for most work to be conducted remotely and may require time in office depending on business need. The office is located at Carnival Corporation’s headquarters in Miami, Florida. Work beyond normal business hours may be required occasionally to support business needs or projects.
#LI-LS1
#LI-Hybrid
The range for this role’s base hourly rate is $30.00-$33.65. Offers to select 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 are also eligible for an additional vesting equity 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
- An on-site fully accredited preschool educational program located at our Doral campus
- Cruise benefits
- Additional programs include company paid term life insurance and disability coverage and a 401(k) plan that includes a company match
- Paid vacation and sick time
- A comprehensive benefit program which includes medical, dental and vision plans
- Employee Stock Purchase plan
- An on-site Wellness Center and Health clinic at our Doral campus
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