This position is responsible for providing administrative support to the Global Sourcing and Supply Chain Vice Presidents.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.

Job Functions:

Project & Financial Administration:

• Provide project administrative assistance (budgets, briefs, presentations)

• Manage invoice payments and expenditure tracking using Excel

• Coordinate service payments (phone, operational services, etc.)

• Act as department coordinator for document retention and management

Communication & Vendor Liaison:

• Serve as department liaison for vendors and service providers

• Coordinate document repositories and internal communications

• Create PowerPoint presentations and Excel spreadsheets

Office Operations & Employee Onboarding:

• Manage office supplies inventory and purchasing

• Oversee new employee onboarding (handbook, equipment, desk setup)

• Coordinate time and attendance functions using Kronos

• Manage office/facility management requests (e.g. office location moves, order furniture or other items/tasks necessary to optimize use office space.

• Assist with other office responsibilities as needed

• Adapt quickly to changing priorities and directions

Qualifications:

Administrative Expertise:

• Minimum of 10+ years of senior-level executive administrative support with demonstrated accomplishments.

Stakeholder Engagement:

• Proven ability to interact with internal and external contacts at all levels, including executive leaders.

Interpersonal & Communication Skills:

• Exceptional interpersonal abilities.

• Confident communication at all levels, including executive leadership.

• Ability to build effective internal and external relationships.

Professional Attributes:

• High level of professionalism and integrity.

• Versatility, flexibility, and enthusiasm for changing priorities.

Global & Matrix Environment Exposure:

• Experience working in a global organization.

• Demonstrated ability to operate effectively in a matrixed environment.

Knowledge, Skills & Abilities:

• This position will complete administrative duties for Vice Presidents, 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.

• The role demands proactive and independent problem-solving skills, including:

• Managing conflicting priorities across multiple calendars and schedules.

• Troubleshooting travel and meeting logistics under tight timelines.

• Resolving vendor and payment issues while ensuring compliance with company policies.

• Navigating ambiguity and shifting priorities with flexibility and resourcefulness.

• Maintaining accuracy in financial tracking and documentation across multiple systems.

• This position has a direct impact on:

• The efficiency and productivity of five Vice Presidents and their departments.

• The success of cross-departmental meetings and events, which influence strategic decisions.

• Budget accuracy and financial accountability through invoice and expense management.

• Employee experience through onboarding and office operations.

• Vendor relationships and service quality through effective coordination and communication.

• While the position does not have direct reports, this role demonstrates leadership through:

• Ownership of key administrative and operational processes.

• Acting as a liaison and point of contact for vendors and internal teams.

• Leading onboarding efforts and ensuring readiness for new hires.

• Driving process improvements and maintaining high standards of confidentiality and professionalism.

• Serving as a trusted advisor to executives by anticipating needs and delivering solutions.

Physical Demands:  Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.

Travel:  Less than 25% with shipboard travel likely

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

This position is classified as “in-office.”  As an in-office role, it requires employees to work from a designated Carnival office in South Florida Tuesday through Thursday each week. Employees may work from their homes on Mondays and Fridays.  Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.

Offers to 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 8 company-wide holidays, plus 2 additional floating holidays 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 Fitness center at our Miami campus

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