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Executive Administrator

1 month ago

Miami, United States Royal Caribbean Group Full time
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 MACs and may support other executives in team in calendar and travel scheduling. Works on and supports other projects related to business unit as required. 

Qualifications, Knowledge and Skills:

High school diploma or equivalent required. Bachelor degree preferred; experience may be combined with some college education.  Minimum of five to seven years of experience performing advanced secretarial activities and support to senior executive level positions in large corporations.  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 and personal nature.  Ability to work effectively under pressure and manage multiple tasks and deadlines is required.  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 and 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. 

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