Coordinator, Entertainment

About the role

The Coordinator, Entertainment supports the Vice President and Entertainment leadership team by coordinating day-to-day shoreside operations and enabling consistent execution of Entertainment initiatives across shoreside and shipboard partners.

Responsibilities

• Leadership Support: Coordinate scheduling, calendars, meeting materials, and complex travel logistics for the Vice President to enable timely execution of Entertainment priorities and efficient decision-making, while routinely attending in-person leadership meetings and weekly leadership calls to support alignment and supporting the Vice President’s internal visibility and engagement with shipboard and shoreside teams.
• Communication: Coordinate and publish department communications and operational updates, including presentations, newsletters, rollout schedules, organizational charts, departmental goals, and distribution lists. Draft and route leadership communications for review and approval, ensuring accuracy, brand voice, and timely delivery.
• Meeting & Event Coordination: Coordinate department meetings, workshops, and events that support Entertainment planning and execution, including agendas, presentation materials, facilities, catering, RSVP rosters, and event budget oversight. Oversee event setup, strike, and communications, while managing speaker and vendor coordination. Serve as a member of the Entertainment Summit committee, collaborating closely with the Manager of Professional Development on the planning and execution of Entertainment Summits.
• Resource Management: Provide day-to-day operational support for the Entertainment department, including coordinating IT/service requests, office equipment, conference room scheduling, and office supply inventory. Serve as Floor Captain, conducting audits of cubicle and office assignments and ensuring proper management of related equipment, while supporting hoteling space management for Entertainment areas. Support new hire onboarding by maintaining and enhancing onboarding materials and coordinating required access, tools, and supplies, in close collaboration with the Manager, Professional Development to maintain the shoreside toolkit.
• SharePoint Management: Maintain Entertainment SharePoint sites and access controls by updating, auditing, and administering permissions to ensure appropriate access level. Lead the design and ongoing maintenance of SharePoint sites to support team functionality, collaborating with the Director of Technical on site optimization and clean-up initiatives. Provide team support and basic training on document organization, versioning, and SharePoint best practices.
• Complimentary Cruise Request Coordination: Manage and submit complimentary cruise requests for the Entertainment department and coordinating approvals.
• Special Projects: Assist Vice President with special projects as needed.

Teamwork

• Environment: Participate in team meetings, projects, and brainstorming sessions to encourage collaboration and idea sharing. Foster a positive team environment by recognizing individual contributions and promoting a culture of mutual respect and support.

Cultural Essentials

• Livin' Carnival's expected behaviors, such as speaking up, respecting, and protecting, improving, communicating, listening and learning, and empowering. Encourage team members to share their insights, challenges, and suggestions to enhance collaboration and operational success, while proactively resolving conflicts.

Culture & Engagement

• Actively participate in the Good Time Operations Committee, contributing to initiatives that enhance office culture, employee engagement, and overall team experience.
• Employee Recognition & Support: Coordinate and manage team care and recognition efforts, including bereavement outreach and employee milestone recognition such as anniversaries, life events, and other meaningful occasions, to support employee experience and team connection.

Collaboration

• Cross-Functional: Work with other Entertainment Leaders to support the alignment and consistency projects, communication across the department.
• Inter Company: Foster collaboration with internal and external stakeholders including Communications, IT, and Facilities.
• External: Oversee and coordinate the requirements of all vendors for meetings and events.

Program Evaluation

• Team Feedback: Solicit feedback/survey the team on topics ranging from onboard operations, shoreside operations to post-meeting feedback. Gain insights into what is working well and what areas need improvement.
• Departmental Goal Support: Assist Entertainment leaders with conducting comprehensive SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis exercises to identify key areas for improvement and strategic opportunities. Track departmental goals ensuring percentage tracking and quarterly updates. Consolidate complex data and information into clear, concise formats that are easily translatable and usable for reporting and presentations.

Safety & Compliance

• Compliance Adherence: Ensure full compliance with company policies and procedures, emphasizing safety protocols and operational standards as outlined by Global HESS (Health, Environment, Safety, and Security) ADA guidelines, IT Compliance, Finance, and Travel.

Financial Accountability

• Vendor Management: Optimize cost savings by using preferred suppliers. Responsible for setting up new vendor on vendor management system related to Entertainment department meetings, events and conferences.
• Financial Plan: Actively participate in all financial planning meetings with Vice President and department heads for the assembly of a comprehensive report noting high-impact initiatives and significant variances.

Qualifications

• High School Diploma or GED required.
• Associate’s degree in Entertainment, Recreation, Tourism, Hospitality and/or Business preferred.
• 2 years in a similar role.
• Proficient in Microsoft Office 365 applications, with advanced skills in Excel, Word Power Point, and online databases is a plus.
• Previous onboard cruise ship experience a plus.