Executive Assistant

Job Description

Position Summary

The Executive Administrative Assistant provides high-impact support to the Global Chief Human Resources Officer (CHRO) and helps enable the effectiveness of the global HR leadership team. This is a high-trust, high-visibility role for a highly organized, tech-savvy professional who thrives in a fast-paced environment, exercises excellent judgment, and brings a calm, solutions-oriented approach.

The role blends core executive support with coordination across a global HR organization, including meeting preparation, communications, project tracking, and continuous improvement using digital and AI-enabled tools. Success requires discretion, resilience, strong follow-through, and a service mindset, paired with the confidence to anticipate needs, flag risks early, and keep priorities moving.

Key Responsibilities

Executive & Administrative Support

• Own and optimize the GCHRO’s calendar, proactively prioritizing time, resolving conflicts, and protecting focus.
• Coordinate complex domestic and international travel and produce detailed itineraries and contingency plans.
• Prepare and submit expenses accurately and on time; manage administrative documentation and approvals.
• Prepare briefing materials for key meetings; ensure agendas, pre-reads, and follow-ups are complete and timely.
• Coordinate logistics for leadership meetings, events, off-sites, and occasional on-site support.

Workflow, Prioritization & Relationship Management

• Serve as a trusted partner and gatekeeper: anticipate needs, surface tradeoffs, and ensure commitments are realistic.
• Maintain strong working relationships across HR leadership, corporate partners, and key stakeholders globally.
• Operate with professionalism and discretion while handling sensitive and confidential matters.

Project Coordination & Organization

• Track key HR priorities: timelines, action items, owners, and dependencies; ensure consistent follow-through.
• Maintain simple dashboards/trackers and establish operating rhythms (check-ins, reminders, status summaries).
• Support cross-functional coordination by gathering inputs and keeping materials organized and current.

Presentations & Materials Development

• Create and edit polished PowerPoint decks, briefing documents, and meeting materials with high attention to detail.
• Support internal communications (leadership updates, town halls, key messages) in a clear and professional voice.
• Ensure materials meet executive standards for quality, accuracy, and confidentiality.

Digital & AI Enablement

• Leverage Microsoft 365 and AI/digital tools to streamline workflows, improve responsiveness, and reduce friction.
• Identify opportunities to automate or simplify recurring tasks (templates, reminders, meeting prep workflows).
• Maintain shared folders, collaboration spaces, and digital resources with strong version control.

Communication & Team Support

• Draft and edit professional communications on behalf of the CHRO when appropriate.
• Support internal engagement efforts, social or content-based initiatives, and team updates.
• Build strong working relationships across the global HR team.

Qualifications

• Bachelor’s degree preferred or equivalent experience.
• 3–5 years of experience in administrative, project coordination, HR, or corporate support roles.
• Advanced proficiency in Outlook and PowerPoint; strong skills across Microsoft 365.
• Demonstrated ability to manage multiple priorities, shifting deadlines, and high-volume calendar/travel logistics.
• Strong written and verbal communication skills; proven attention to detail.
• High level of professionalism, discretion, reliability, and follow-through.
• Comfort leveraging AI tools and digital platforms to increase productivity and quality.

Success Candidate Profile

• Calm, steady, and proactive under pressure; brings structure and clarity to fast-moving days.
• Anticipates issues early and offers solutions, not just problems.
• Takes ownership, maintains confidentiality, and follows through without reminders.
• Builds trust quickly and communicates clearly across levels and geographies.
• Operates with a respectful, people-first service mindset, supporting healthy pacing and sustainability while still driving results.
• This position is classified as “in-office.” As an in-office role, it requires employees to work from a designated Carnival office in South Florida, Tuesday through Thursday each week. Employees may work from their homes on Mondays and Fridays. Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.

At Carnival, your total rewards package is much more than your base salary. All non-sales roles participate in an annual cash bonus program, while sales roles have an incentive plan. Director and above roles may also be eligible to participate in Carnival’s discretionary equity incentive plan. Plus, Carnival provides comprehensive and innovative benefits to meet your needs, including:

• Health Benefits:
• Cost-effective medical, dental, and vision plans
• Employee Assistance Program and other mental health resources
• Additional programs include company-paid term life insurance and disability coverage
• Financial Benefits:
• 401(k) plan that includes a company match
• Employee Stock Purchase plan
• Paid Time Off:
• Holidays – All full-time and part-time employees with benefits receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee’s discretion.
• Vacation Time – All full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year. Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year. All employees gain additional vacation time with further tenure.
• Sick Time – All full-time employees receive 80 hours of sick time each year. Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 60 hours each year.
• Other Benefits:
• Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends
• Personal and professional learning and development resources, including tuition reimbursement