Sr Executive Assistant

6 days ago

Miami, Florida, United States Royal Caribbean International - Land Based Jobs Full time

Journey with us Combine your career goals and sense of adventure by joining our exciting team of employees. Royal Caribbean Group is pleased to offer a competitive compensation and benefits package, and excellent career development opportunities, each offering unique ways to explore the world.

The Royal Caribbean Group has an exciting career opportunity for a full time Sr. Executive Assistant reporting to the VP, Global Taxes.

This position sits on-site in Miami, FL.

Position Summary:

Provides advanced secretarial support to senior executives; responsible for composing complex or comprehensive communication and creating reports or presentations; addresses correspondence, general and employee communications, corresponds with external organizations, vendors and executives. Manages phone calls and daily calendar for executive, schedules and coordinates all executive meetings, conference and events for executives to attend. Schedules and makes all travel arrangements for executive. Completes all travel expense reports.

Essential Duties and Responsibilities:

  • Provides advanced secretarial support to senior executives by managing daily calendar, coordinating, and scheduling meeting with other executives. May coordinate attendance or prepare conference events. Addresses general inquiries from other executives or external vendors.
  • Composes complex non-routine communication, and reports containing sensitive financial data.
  • Assists in preparation of presentations for board or executive committee meetings; may assist in coordinating board member attendance and sending out all board material.
  • Compiles data for executive reports for executive committee and/or board committee meetings, prepares material and reports for board members distribution.
  • Oversees supply budget and cost containment of admin group.
  • Research information for projects, oversee communication and information for report generation and serve as a resource to other administrative staff in handling complex issues or projects.
  • Manages executive's travel calendar and prepares itineraries, makes all necessary arrangements for meetings.
  • Prepares expense reports, reviews invoice, prepares MAC¿s and may support other executives in team in calendar and travel scheduling.
  • Full system and hardware set up of new hires.
  • Set up of new vendors.
  • High volume invoice processing with knowledge of different tax vendors and entities.
  • Processing tax authority's check requests and payment approvals in Tungsten.
  • Processing high volume and time sensitive DocuSign balance sheet reconciliations and journal entries (inclusive of conversion to PDF from excel).
  • Support with signatures with respect to SOX controls, SOWs etc.
  • Assist with rolling forward certain tax presentations inclusive of populating amounts e.q. BSR ppt.
  • Coordination of departmental events, birthdays etc.
  • Responsible for managing departmental tax tool subscriptions: assuring contracts are not expiring, new team members set up, billing etc.
  • Department team members vacation tracking.
  • Review and distribution of the time sensitive tax mail.
  • Support with mailing of tax returns, correspondence etc.
  • Maintains list of passwords and logins to worldwide tax authorities' accounts.
  • Manages purchase of office supplies.
  • Responsible for processing expense reports for VP and directors.
  • Supports VP CPE credit tracking.
  • Responsible for monitoring budget related to departmental events and supplies spent.
  • Works on and supports other projects related to business unit as required.

This job description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.

Qualifications, Knowledge and Skills:

  • H.S. Grad or equivalent required. Bachelor degree preferred; experience may be combined with some college education.
  • Must have excellent grammar, organizational and communication skills.
  • Very strong interpersonal skills.
  • Advanced level of proficiency in MS Word, Excel, PowerPoint and Lotus Notes required.
  • Must be able to maintain strict confidentiality and discretion in dealing with issues of business & personal nature.
  • Ability to work effectively under pressure & manage multiple tasks and deadlines is required.
  • Minimum of five to seven years of experience performing advanced secretarial activities and support to senior executive level positions in large corporations.
  • Budget and cost oversight as well as project management experience desired.
  • Proficient in advanced secretarial skills.
  • Exceptional administrative ability.
  • Domain and knowledge of organization, policies & practices required.
  • Expert level about verbal and written communication skills.
  • Strong interpersonal skills to interact with executives, peers and employees.
  • Information and data research skills for report and presentation preparation.
  • Advanced level of proficiency in MS Word, Excel, PowerPoint, and Lotus Notes.
  • Ability to work under general supervision to complete tasks and responsibilities.

Physical Demands:

The physical demands described here are representative of those requirements employees must meet to perform the essential functions of this job with or without reasonable accommodations. While performing job functions the employee is regularly required to sit, and stand, write, review and type reports, compile data, operate a pc, communicate, listen, and assess information. The employee may move about the office complex, may travel to other office locations and may lift, push, pull or move 10-15 pounds. Visual requirements include distant, close and color vision, and ability to adjust focus.

We know there's a lot to consider. As you go through the application process, our recruiters will be glad to provide guidance, and more relevant details to answer any additional questions. Thank you again for your interest in Royal Caribbean Group. We'll hope to see you onboard soon

It is the policy of the Company to ensure equal employment and promotion opportunity to qualified candidates without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, disability, sexual orientation, sexuality, gender identity or expression, marital status, or any other characteristic protected by law. Royal Caribbean Group and each of its subsidiaries prohibit and will not tolerate discrimination or harassment.

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