Executive Administrative Assistant (Hybrid)

Job ID 6610 Location Miami, Florida Date posted 07/22/2023

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:

• Provide administrative support for the CPO and direct reports
• Proactively manage complex calendars and global schedules
• Ability to be flexible, changing direction at a moment’s notice will be necessary for success.
• Department liaison for current and potential vendors and service providers.
• Manage the department’s service payments, including but not limited to phone services, operational services, etc.
• Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure action required is addressed in a timely manner
• Able to create PowerPoint presentation and Excel spreadsheets.
• 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.
• Manage invoice payments and tracking for all department expenditures which includes use of MS Excel spreadsheets for recording and tracking.
• Provide project administrative assistance as required, including:
• Developing project briefs and presentations as may be required.
• Act as the department coordinator for Document Retention and Management, according to the company’s policies.
• Handle confidential materials and personal matters for the CPO and Direct Reports with the utmost degree of care, integrity, and discretion
• Coordinating and preparing department and project budgets-based input from department management.
• Manage office/facility management requests (e.g. office location moves, order furniture or other items/tasks necessary to optimize use office space.)
• Manage new employee onboarding process; maintaining onboarding handbook and ensure employee ready to begin work (equipment, network access, desk set-up/ clean, telecom)
• Coordinating all document repositories regarding projects and other internal documents.
• Coordinate domestic and international travel arrangements
• Complete T&E statements for department and other reimbursement forms for approval.
• Manage office supplies inventory control/purchase for team.
• Coordinate all time and attendance related functions for the department, which includes using Kronos.

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:

• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Senior level executive administrative support with 10+ years of demonstrated accomplishments.
• Exceptional interpersonal abilities and communication skills
• Must display the utmost level of professionalism and integrity in order to provide positive representation for the department and the organization.
• Expert current knowledge in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Visio)
• Experience working in a global organization with proven ability to operate in a matrix environment.
• Ability to communicate confidently at the highest levels and build effective internal and external relationships.
• Excellent organizational skills and attention to detail, with the ability to multi-task and think and act proactively
• Requires demonstrated abilities to interact with both internal and external contacts at all levels, up to and including executive leaders.
• Ability to handle confidential and sensitive information with discretion

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.

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. Management roles are also eligible for an additional vesting equity plan. Plus, Carnival provides comprehensive and innovative benefits to meet your needs, including:

• 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.
• On-site preschool program, wellness center, and health clinic at our Miami campus.
• Additional programs include company paid term life insurance and disability coverage.
• Financial Benefits:
• Personal and professional learning and development resources including tuition reimbursement.
• Employee Assistance Program and other mental health resources
• 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.
• Employee Stock Purchase plan
• Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends.
• 401(k) plan that includes a company match.
• Cost-effective medical, dental and vision plans
• Other Benefits
• Health Benefits:
• 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.
• Paid Time Off

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 and sustainability 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:

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

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