Executive Administrative Assistant

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, presentation skills and highly versed in using AI. 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 chargeback.
• 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
• Ability to be flexible, changing direction at a moment’s notice will be necessary for success.
• Manage office supplies inventory control/purchase for team.
• Manage office/facility management requests (e.g., office location moves, order furniture or other items/tasks necessary to optimize use office space.)
• 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. 
• High proficiency in using AI tools. i.e. Co-pilot; ChatGPT etc...
• 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:

• Bachelor’s degree or equivalent experience
• 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 preferred knowledge, skills and abilities are the following:

• Senior level executive administrative support with 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 prioriti