Executive Assistant Job at Starboard Cruise Services in Miami

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The Executive Assistant to Marketing, Cruise Line Retail, and the Luxury Division provides proactive and energetic daily support to the teams by independently handling crucial administrative tasks to contribute to the overall successful day to day operations of the office. This position requires a genuine passion for providing high-quality support with a no task is too big or too small approach. With superior judgement to make high-quality decisions, this individual is forward thinking, takes initiative and delivers results with poise and professionalism while working closely with executives, Starboard/Onboard team members, as well as external partners. Consequently, success in this role requires the drive to get to know the business of Starboard, as well as skill at forging relationships with stakeholders to achieve results quickly and effectively. This role is a huge contributor to company culture, representing our values of: Curiosity, Grit, Transparency and Together, and helping us fulfill our purpose to Curate a Vibrant World.

What youll be doing::

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative Support:

• Manages and organizes complex and demanding Microsoft Outlook calendars by actively responding to meeting requests, coordinating with other executives (or their Executive Assistants) to achieve alignment of complex schedules, and promptly engaging directly with the Executive when questions arise that require their input
• Organizes, prioritizes, and summarizes incoming materials, special requests and meetings
• Coordinates logistics for a variety of meetings, including arranging catering, securing space, and communicating with attendees
• Manages domestic and international travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation
• Processes expense reports and reviews/approves others expense reports with strong knowledge of T&E policies to ensure compliance
• Compiles special reports, organizes data, and creates presentations as needed
• Manages sensitive and confidential business activities, materials, and situations
• Maintains an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities
• Assumes day-to-day responsibilities for projects/tasks and provides high level support
• Independently evaluates and screens incoming calls, email correspondence, and other communications for priority, resolution, routing or response
• Represents the Chief Sales and Marketing Officer and the VP of Luxury Division at all times with poised and highly professional written and verbal communication, both internally and externally

Marketing, PR and Visual Merchandising Production Support:

• Supports Marketing, Production and Visual Merchandising teams on order placement, purchase orders, tracking and invoices
• Partners with head of Production department on coordination and seamless execution of projects within the department
• Liaises with Distribution Center and external vendors on project execution, tracking, logistics support
• Supports development of PowerPoint presentations for internal/external meetings

What were looking for::

QUALIFICATIONS:

Education and Experience:

• 4- 6 Years of Experience
• Associates Degree Required

Knowledge, Skills & Abilities:

• Prior experience as an Executive Assistant
• Heavy calendar management experience. Experience booking domestic and international travel
• Advanced in Microsoft Outlook, Word, Excel, and PowerPoint
• Handles highly confidential and/or sensitive matters with discretion and tact, observing and honoring confidentiality when appropriate
• Strong interpersonal communication skills, communicates effectively by actively listening, checking for understanding, adjusting communication content and style to meet diverse stakeholders, and providing timely, helpful information to others
• Outstanding communication skills (written and oral)
• Ability to create reports, write policies & procedures, and draft correspondence
• Master problem solver who has exceptional ability to prioritize assignments with competing deadlines and follow-through to completion with minimal supervision, as well as the ability to change directions at a moment's notice
• Express a can do attitude with the mentality that no task is too big or too small. Cares about executing with excellence and takes ownership of outcome of work
• Strong sense of urgency and show grace under pressure
• Administrative leader who is positive and proactive, and who demonstrates passion and enthusiasm.

Decision Making:

• Duties and activities reviewed periodically. Supervisor monitors work progress and determines actions on unusual items. Moderate level of problem solving ability

Travel Requirements:

• Less than 10% of time (Periodic travel to local ships)

Key Competencies:

• Customer Service
• Relationship Management
• Business Acumen
• Drive for Results
• Self-Development
• Courage
• Problem Solving
• Communicating Effectively
• Teamwork and Collaboration
• Managing Conflict
• Motivating Others
• Adaptability

Position Type/Expected Hours of Work:

Some flexibility in hours is permitted, employee must be available during the core work hours of 8:00 a.m. to 5:00 p.m. Monday Friday and must work 30 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.

Physical Demands:
Office environment with frequent sitting, walking and standing, occasional climbing, stooping, kneeling, crouching and balancing. Frequent use of eye, hand and finger coordination enabling use of office machinery. This position requires the ability to
occasionally lift office products and supplies, up to 20 pounds. Oral and auditory enabling interpersonal communication as well as communication automated devise such as the telephone.

What we commit to::

At Starboard Cruise Services and Onboard Media curating a vibrant world can only be accomplished by vibrant and diverse teams. We are committed to nurturing a workplace where you can feel safe to show up authentically and thrive while being uniquely you. Our North Star guides us to deliver equal employment opportunities for all individuals and to providing employees with an equitable work environment free of discrimination and harassment. We also aim to extend this commitment to the partners we work with and the guests we serve. We are constantly listening, learning, and evolving to deliver on these promises.

We believe our differences make us stronger and are curious to see you leverage your lived experiences to strengthen our team, our culture and your career. At Starboard Cruise Services and Onboard Media we take action so that no one is discriminated against because of their differences, such as age, disability (physical, mental or sensory), ethnicity, gender, gender identity and expression, religion, sexual orientation, military/veteran status, genetic information, family care status or any other basis protected by federal, state or local laws. All employment decisions will be made based on business needs, job requirements and individual qualifications.

So come onboard with us and celebrate a culture that attracts top talent with shared values and forms the foundation for a great place to work.