About the position

The Assistant/Coordinator coordinates, integrates, and administers a range of duties supporting a department function or team. The position supports the team's day-to-day needs rather than serving only one or two leaders, with an estimated employee-to-assistant ratio of 90:1. The role is classified as in-office and requires work at a designated Carnival office in South Florida Monday through Thursday; employees may work from home on Fridays. Candidates must be located in or willing to relocate to the Miami/Ft. Lauderdale area. Travel is unlikely or very limited.

Responsibilities

• Exercise confidentiality and diplomacy.
• Perform team- or department-specific support duties, such as collecting and validating data, creating routine reports and presentations, administering department programs and procedures, providing administrative support, coordinating large-scale virtual meetings, responding to inquiries, and partnering with the IT Help Desk as needed.
• Assist with travel itineraries for employees and contractors.
• Track and assist with expenses and invoices, including applicable research.
• Create and update monthly business organizational charts using PowerPoint, Excel, or Visio.
• Assist in preparing meeting materials, including spreadsheets, documents, and presentations.
• Coordinate distribution of meeting materials, take and distribute meeting minutes, and follow up on action items with designated owners.
• Coordinate logistics for department and group meetings, including meetings with participants from multiple departments and Carnival Operating Companies.
• Administer department timecards, approve timecards for payroll, and ensure accurate entries for PTO, sick time, and other employee time off.
• Coordinate the department's document retention activities.
• Monitor department mailboxes as needed and respond to or route messages; sort and distribute mail.
• Support employee onboarding and offboarding by coordinating equipment requests and returns and setup or cancellation of PNC and mobile accounts.
• Provide coverage for other department support staff when they are out of the office.
• Perform other duties as assigned.

Requirements

• At least 3 years of administrative support experience with demonstrated accomplishment.
• Associate's degree required.
• Ability to communicate confidently at the highest levels and build effective internal and external relationships.
• Proficiency with Microsoft Office products, including Outlook, Word, PowerPoint, Excel, and Visio.
• Clear and concise written and verbal communication skills for interacting with colleagues and external contacts.
• Strong attention to detail, thoroughness, documentation skills, and personal accountability.
• Ability to work independently to resolve problems and queries based on experience.
• Organizational skills, including managing schedules, prioritizing tasks, and maintaining efficient workflow.
• Ability to handle multiple tasks and deadlines efficiently while maintaining attention to detail.
• Ability to provide excellent service to internal and external stakeholders.
• Ability to remain stationary at a desk and/or computer for extended periods.

Nice-to-haves

• Bachelor's degree preferred.

Benefits

• Annual cash bonus program for non-sales roles; sales roles have an incentive plan.
• Director-and-above roles may be eligible for a discretionary equity incentive plan.
• Medical, dental, and vision plans.
• Employee Assistance Program and other mental health resources.
• Company-paid term life insurance and disability coverage.
• 401(k) plan with company match.
• Employee Stock Purchase plan.
• Eight company-wide holidays and two floating holidays for full-time and part-time employees with benefits.
• Vacation time, with accrual depending on employment status and level; additional vacation time with tenure.
• Annual sick time for full-time employees; part-time employees with benefits receive time based on hours worked.
• Complimentary stand-by cruises, employee discounts on confirmed cruises, and special rates for family and friends.
• Personal and professional learning and development resources, including tuition reimbursement.
• On-site fitness center at the Miami campus.