Administrator, Executive

The Executive Administrative Assistant will provide high-level coordination, support, and manage the Sales Leadership Team’s essential activities to ensure all business functions are efficient and at their most productive.   

Additionally, the ideal candidate for this role will- 

• Attend to details while staying attuned to the macro vision of business operations.  

• Ensure Sales Leadership Team has strategic thinking time and ensures time used is aligned with priorities. 

• Support the Sales Leadership Team according to circumstances and needs. 

This position will report to the Senior Vice President, Sales and Services, The Americas, and is based in the Miami, FL headquarter office. 

Essential Duties and Responsibilities: 

• Comprehensive office management support for Sales Leadership Team, including leveraging AI for tasks such as travel coordination, calendar scheduling, expense reports, effective internal/external communication, database and sales directory management, procurement of office supplies, preparation of shipments, processing of department invoices, ensuring proper vendor set-up, appropriate G/L coding, and communication for forecasting, processing of department VIP requests, FVRs, and ECCRs, etc.

• Responsible for and manage logistics or special projects and events, such as internal and external sales leadership events/functions and business meetings, monthly live and virtual employee engagement events for sales team, as well as acts as liaison between sales, marketing and external groups. 

• Organize and gather information from various operating areas, leaders and meetings, reporting out information, along with providing actionable next steps and recommendations to SVP and Sales Leadership Team. 
• Prepare and/or contribute to the preparation of meeting materials, reports, proposals, briefings, and presentations SVP and Sales Leadership Team, and special partner initiatives (i.e. new partners, proposals, speaking engagements, etc.). 
• Manage appropriate internal processes of new hire onboarding requests with and through hiring managers, HR, and other appropriate departments.
• Support brand and department events and engagement activities (which may include travel), including but not limited to town halls, regional meetings, leadership meetings, sales conferences, inaugurals, etc.

• Responsible for managing Sales Strategic Certificates end-to-end process, which includes tasks such as allocation, training, handling both internal and external communications, ensuring bookings and payments are made, and running consistent and regularly scheduled reports on allocation and redemption. This role also involves collaborating with the Comp Cruises and Revenue Management teams.

• Responsible for department leadership allocation and all associated planning and logistics surrounding inaugurals, conferences, and large-scale team and Trade events.
• Support QA for Sales as needed for large-scale updates to various channels. 
• Works to improve existing processes for maximum clarity, efficiency and success. 
• Active participation in meetings as needed, taking notes and providing minutes to the department with corresponding action items.

• The nature of the job involves frequent interaction at all levels of the organization and regular exposure to confidential data, requiring considerable use of tact, integrity, discretion and professional judgement.

• Keeps SVP and Sales Leadership Team abreast on current company climate (employee wellbeing, project statuses, new proposals, etc.). 

• Perform other duties as assigned by the SVP. 

Qualifications, Knowledge and Skills: 

• Bachelor’s degree or higher is required.
• Minimum 7 years’ experience in administrative and executive office functions and/or support experience in an executive level position plus at least 3 years within a senior administrative capacity.
• Strong technical proficiency and proven success leveraging AI and to enhance performance and organization efficiency.
• Excellent written and verbal English communication and presentation skills.
• Proficient in Microsoft Office Applications and Adobe Acrobat Professional.
• Proactive and able to work independently with good judgement and minimal direction.
• Exceptional attention to detail, highly organized and capable of effectively handling multiple projects and tasks.
• Creative and results-driven thinker with proven problem-solving skills.
• Adaptable and resourceful in handling shifting priorities and tight deadlines while maintaining a friendly, positive and helpful attitude.
• Expected to multi-task well and must work independently managing ad hoc duties, projects or special events.

• Flexible and willing to perform varying duties depending on the shifting needs of SVP and Sales Leadership Team. 

• Ability to interact with clients and co-workers with the utmost professionalism.

• Maintain ethical and professional standards of service. 

• Must maintain strict confidence and discretion around highly sensitive information.
• Excellent demonstrated judgment and diplomacy in working with diverse groups to address complex issues are critical to be successful in this role, as well as strong interpersonal skills and a knack for productive collaboration across varying areas of company.
• Ability to work additional hours as needed for varied sales-sponsored trade and consumer events and travel up to 5%, as required.
• Understand, model, and represent company core values.