SP&D Project Coordinator

About the role

This role provides proactive daily administrative support to the VP, GM RCL & Asia and to the Store Plan & Design (SPD) team by handling crucial administrative tasks to contribute to the overall successful day to day operations of the office.

Responsibilities

• Organizes Microsoft Outlook calendars by actively responding to meeting requests, coordinating with other Assistants
• Organizes, prioritizes, and summarizes incoming materials, special requests and meetings
• Coordinates logistics for a variety of meetings, including arranging catering, securing space, and communicating with attendees
• Coordinates domestic and international travel coordination including air and ground transportation, hotel reservations, security, visas and other travel documentation
• Processes expense reports and reviews/approves others expense reports with strong knowledge of T&E policies to ensure compliance
• Supports Store Planning & Design with administrative support including creating PO's, submitting POs for payment in Concur, saving the financial information on correct Team folder
• Adding all financial back up of CAPEX projects in Smartsheet to keep track of budget
• New vendor set-up
• Generate Boarding requests, cabin requests for the team when needed for projects and ship visits
• Submit, process, and archive Yard documentation
• Ensure all SP&D Teams folders are updated with relevant and current project information

Qualifications

• 4-6 Years of Experience
• Associate's Degree Required

Skills

• Prior Administrative experience
• Heavy calendar management experience
• Experience booking domestic and international travel
• Advanced in Microsoft Outlook, Word, Excel, and PowerPoint
• Handles highly confidential and/or sensitive matters with discretion and tact, observing and honoring confidentiality when appropriate
• Strong interpersonal communication skills, communicate effectively by actively listening, checking for understanding, adjusting communication content and style to meet diverse stakeholders, and providing timely, helpful information to others
• Outstanding communication skills (written and oral)
• Ability to create reports, write policies & procedures, and draft correspondence
• Master problem solver who has an exceptional ability to prioritize assignments with competing deadlines and follow-through to completion with minimal supervision, as well as the ability to change directions at a moment's notice
• Express a "can do" attitude with the mentality that no task is too big or too small
• Cares about executing with excellence and takes ownership of outcome of work
• Strong sense of urgency and show grace under pressure
• Administrative professional who is positive and proactive, and who demonstrates passion and enthusiasm

Schedule

• Some flexibility in hours is permitted, employee must be available during the "core" work hours of 8:00 a.m. to 5:00 p.m. Monday – Friday and must work 30 hours each week to maintain full-time status
• Occasional evening and weekend work may be required as job duties demand