83 Administrative Assistant jobs in Palmetto Bay

This position is responsible for providing project and administrative support to the Global CHRO as well as their direct reports and collaborates with Brand CHRO/HR Leadership Team. The ideal candidate will have experience working in a fast-paced environment, managing multiple projects, complex calendars, arranging detailed travel itineraries, team off-sites, supporting organizational structure changes, and other value-added HR programs including research, correspondence, and presentations. The successful candidate will possess outstanding planning, time management, organizational, presentation skills and highly versed in using AI. Superior attention to detail and the ability to meet tight deadlines while juggling a variety of tasks and requests is critical.
**Essential Functions:**
+ Manage project tasks and timelines that require coordination with various teams across the organization.
+ Manage invoice payments and tracking for all department expenditures which includes use of MS Excel spreadsheets for recording and tracking.
+ Complete T&E statements for department and other reimbursement forms for approval.
+ Department liaison for current and potential vendors and service providers and manage the invoice process as well as chargeback.
+ Coordinate all time and attendance related functions for the department, which includes using company time tracking system.
+ Act as the department coordinator for Document Retention and Management, according to the company's policies.
+ Manage new employee onboarding process by ensuring employee is ready to begin work (equipment, network access, desk set-up/ clean, telecom
+ Ability to be flexible, changing direction at a moment's notice will be necessary for success.
+ Manage office supplies inventory control/purchase for team.
+ Manage office/facility management requests (e.g., office location moves, order furniture or other items/tasks necessary to optimize use office space.)
+ Proactively manage complex calendars and global schedules. Manage travel calendar to ensure travel does not conflict with standing meetings.
+ Coordinate domestic and international travel arrangements/agenda.
+ Responsible for all logistics and coordination related to speaking engagements, department/group meetings. These meetings may involve participants from multiple departments and Carnival Operating Companies and would include negotiating Hotel facility meeting rooms, catering, guest rooms, audio/video, Wi-Fi, etc.
+ Handle confidential materials and personal matters with the utmost degree of care, integrity, and discretion.
+ Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure action required is addressed in a timely manner.
+ Able to create with very high proficiency PowerPoint presentations, SharePoint sites, and Excel spreadsheets.
+ High proficiency in using AI tools. i.e. Co-pilot; ChatGPT etc.
+ Provide project administrative assistance as required, including: Coordinating and preparing department and project budgets-based input from department management. Coordinating all document repositories regarding projects and other internal documents. Developing project briefs and presentations as may be required. Manage and collate data requests.
+ Manage SharePoint sites by posting notes, presentations, action items, etc.
**Qualifications:**
+ Bachelor's degree or equivalent experience
+ This position will complete administrative duties for GCHRO, direct reports, and others within the department as may be needed. This role demands a strong sense of urgency and the ability to work independently on assignments with sound judgment, proactively solving complex problems that impact the department. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals is imperative
**Knowledge, Skills & Abilities:**
The preferred knowledge, skills and abilities are the following:
+ Senior level executive administrative support with demonstrated accomplishments.
+ Exceptional interpersonal abilities and communication skills
+ Must be able to work with various schedules as the job demands that may include weekends and late hours on an emergency basis.
+ Requires demonstrated abilities to interact with both internal and external contacts at all levels, up to and including executive leaders.
+ Must display the utmost level of professionalism and integrity in order to provide positive representation for the department and the organization.
+ Ability to handle confidential and sensitive information with discretion.
+ Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
+ Excellent organizational skills and attention to detail, with the ability to multi-task and think and act proactively.
+ Ability to communicate confidently at the highest levels and build effective internal and external relationships.
+ Expert current knowledge in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Co-Pilot)
+ Experience working in a global organization with proven ability to operate in a matrix environment.
Physical Demands: Must be able to remain in a stationary position at a desk and/or computer for extended periods of time. Requires regular movement throughout CCL facilities. May need to stand for long periods of time.
Travel: None or very little travel
Work Conditions: Work primarily in a climate-controlled environment with minimal safety/health hazard potential. Work beyond normal business hours or on weekends may be required occasionally to support business needs, projects, or operations.
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.
Offers to selected candidates will be made on a fair and equitable basis, taking into account specific job-related skills and experience.  
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 with benefits employees 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 
+ On-site preschool program and wellness center at our Miami campus
#LI-Hybrid
#LI-IE1
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About Us
Carnival Corporation & plc is the world's largest leisure travel company, our mission to deliver unforgettable happiness to our guest through our diverse portfolio of leading cruise brands and island destinations, including Carnival Cruise Line, Holland America Line, Princess Cruises, and Seabourn in North America and Australia; P&O Cruises and Cunard Line in the United Kingdom; AIDA in Germany; Costa Cruises in Southern Europe.
Join us and embark on a career that offers not only the chance to grow professionally but also the opportunity to be part of a global community that makes a difference.
In addition to other duties/functions, this position requires full commitment and support for promoting ethical and compliant culture. More specifically, this position requires integrity, honesty, and respectful treatment of others, as well as a willingness to speak up when they see misconduct or have concerns.
Carnival Corporation & plc and Carnival Cruise Line is an equal employment opportunity/affirmative action employer. In this regard, it does not discriminate against any qualified individual on the basis of sex, race, color, national origin, religion, sexual orientation, age, marital status, mental, physical or sensory disability, or any other classification protected by applicable local, state, federal, and/or international law.

Our client is seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide comprehensive support to senior leadership in their Miami, Florida, US office. This role utilizes a hybrid work model, balancing essential in-office duties with remote flexibility. You will be responsible for managing complex calendars, coordinating domestic and international travel arrangements, preparing reports and presentations, and handling confidential information with discretion. Key responsibilities include gatekeeping, managing executive correspondence, organizing meetings and events, and acting as a liaison between executives and internal/external stakeholders. The ideal candidate will possess exceptional communication, multitasking, and problem-solving skills, along with a polished and professional demeanor. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with calendar and travel management tools are essential. A Bachelor's degree or equivalent experience in business administration or a related field is preferred. Previous experience supporting C-level executives is highly desirable. You must be adept at anticipating needs, prioritizing tasks effectively, and maintaining a high level of accuracy in all work performed. This is a pivotal role offering the opportunity to work at the heart of executive operations and contribute to the smooth functioning of a fast-paced environment.

Our client is seeking a highly organized, proactive, and discreet Executive Administrative Assistant to provide comprehensive support to senior leadership. This role is pivotal in ensuring the smooth and efficient operation of executive functions, managing complex schedules, and facilitating effective communication. You will be entrusted with handling sensitive information and acting as a key liaison between executives and internal/external stakeholders. This hybrid role offers a blend of in-office collaboration and remote work flexibility.

Responsibilities:

• Manage and maintain complex calendars, coordinating meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, presentations, and reports.
• Screen and prioritize incoming communications, acting as a gatekeeper for executives.
• Organize and execute logistics for meetings, conferences, and events, both internal and external.
• Handle confidential and sensitive information with utmost discretion.
• Conduct research and prepare background materials for meetings and projects.
• Manage expense reports and assist with budget tracking.
• Serve as a primary point of contact for internal and external inquiries, directing them appropriately.
• Assist with special projects as assigned by executives.
• Maintain organized filing systems, both physical and digital.

Qualifications:

• Associate's or Bachelor's degree in Business Administration or a related field, or equivalent experience.
• 5+ years of experience providing high-level administrative support to senior executives.
• Exceptional organizational and time management skills, with the ability to prioritize multiple tasks effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build rapport with diverse individuals.
• Discretion and sound judgment in handling confidential information.
• Proactive and resourceful approach to problem-solving.
• Ability to work independently and as part of a team in a dynamic environment.
• Experience with travel booking and expense management systems is essential.

This position is located in Miami, Florida, US , and operates on a hybrid schedule.

Our client is seeking a highly organized, proactive, and polished Executive Administrative Assistant to provide comprehensive support to senior leadership in Miami, Florida, US . This role is essential for ensuring the smooth and efficient operation of the executive office. You will manage complex calendars, coordinate travel arrangements, prepare presentations, handle confidential information, and serve as a primary point of contact. The ideal candidate possesses exceptional communication skills, a keen eye for detail, and the ability to anticipate needs and prioritize tasks effectively in a fast-paced environment.

Key Responsibilities:

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and calls with internal and external stakeholders.
• Coordinate domestic and international travel arrangements, including flights, accommodations, visas, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Screen and prioritize incoming communications, including emails and phone calls, responding appropriately or directing them to the correct individuals.
• Organize and manage meetings, including preparing agendas, booking rooms, arranging catering, and taking minutes.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist with expense reporting and budget tracking for the executive office.
• Conduct research and gather information as needed to support executive decision-making.
• Act as a liaison between executives and employees, clients, and partners.
• Manage office supplies, equipment, and vendor relationships for the executive suite.
• Organize and maintain filing systems, both physical and electronic.
• Anticipate the needs of the executives and proactively address potential issues.
• Assist with special projects as assigned by the executives.
• Provide a high level of professional presence and support in all interactions.

Qualifications:

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field.
• Minimum of 5-7 years of experience providing administrative support to senior executives or C-suite leadership.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills, with strong attention to detail.
• High level of professionalism, discretion, and ethical conduct.
• Ability to work independently, take initiative, and solve problems proactively.
• Experience in coordinating complex travel arrangements and managing executive schedules.
• Strong interpersonal skills and the ability to build rapport with a diverse range of individuals.
• Familiarity with corporate procedures and office management principles.
• Experience in a fast-paced or demanding corporate environment is essential.
• Ability to adapt to changing priorities and deadlines.

This role offers a challenging and rewarding opportunity to support top-level executives.

Our client, a dynamic and fast-paced organization, is seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to senior leadership. This role is crucial in ensuring the smooth and efficient operation of executive functions, demanding a high level of professionalism, discretion, and attention to detail. You will be instrumental in managing complex calendars, coordinating domestic and international travel arrangements, preparing detailed reports and presentations, and acting as a primary point of contact for internal and external stakeholders.

Key responsibilities will include gatekeeping communications, prioritizing and responding to emails and calls, arranging and preparing for meetings, including agenda creation and minute-taking, and managing expense reports. You will also be responsible for maintaining confidential files and records, conducting research as needed, and assisting with special projects. The ideal candidate will possess exceptional multitasking abilities, a keen eye for detail, and the capacity to anticipate needs and solve problems independently. Strong interpersonal and communication skills are essential, as is proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with modern office management software.

This is an exciting opportunity to join a leading company in **Miami, Florida, US**, and contribute directly to the success of its executive team. We are looking for an individual who is adaptable, resourceful, and thrives in a challenging yet rewarding environment. If you are a seasoned administrative professional with a proven track record of supporting C-suite executives, we encourage you to apply. The hybrid nature of this role allows for a balance between in-office collaboration and remote flexibility, requiring you to be present in the **Miami, Florida, US** office on designated days for key meetings and team interactions.

Our client, a fast-growing enterprise in the financial services sector, is looking for a proactive and highly organized Executive Administrative Assistant to support their senior leadership team in Miami, Florida, US . This role is a hybrid position, requiring a balance of in-office and remote work, offering flexibility while maintaining essential in-person support. The ideal candidate will be adept at managing complex calendars, coordinating domestic and international travel arrangements, and preparing professional correspondence and presentations. You will act as a key liaison between executives and internal/external stakeholders, ensuring smooth communication and efficient workflow. Responsibilities include gatekeeping executive time, arranging and coordinating meetings, preparing agendas, taking minutes, and following up on action items. The Executive Administrative Assistant will also manage expense reports, assist with event planning, and handle confidential information with discretion. A Bachelor's degree or equivalent experience, combined with a minimum of 5 years of experience providing high-level administrative support to C-suite executives, is required. Exceptional organizational skills, meticulous attention to detail, and a mastery of office productivity software (Microsoft Office Suite, Google Workspace) are essential. Strong written and verbal communication skills, along with excellent interpersonal abilities, are critical. Proactive problem-solving, the ability to anticipate needs, and a professional demeanor are paramount. This is an excellent opportunity for an experienced administrative professional seeking to contribute to a dynamic and supportive corporate environment.

Our client is seeking a highly organized, proactive, and professional Executive Administrative Assistant to provide comprehensive support to senior leadership. This role is integral to the smooth operation of the executive office, requiring exceptional attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. You will be responsible for managing complex calendars, coordinating travel arrangements, preparing communications, and serving as a liaison between executives and internal/external stakeholders. A keen understanding of business operations and a polished demeanor are essential for success in this position.

Responsibilities:

• Manage and coordinate complex calendars for multiple executives, scheduling meetings, appointments, and conference calls, and resolving conflicts.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and preparing detailed itineraries.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Screen and prioritize incoming communications, including emails and phone calls, responding on behalf of executives when appropriate.
• Organize and manage logistics for executive meetings, including preparing agendas, taking minutes, and distributing follow-up actions.
• Maintain confidential files and records with utmost discretion.
• Conduct research and gather information for special projects as assigned.
• Serve as a primary point of contact and liaison for internal departments and external clients/partners.
• Manage office supplies, equipment, and vendor relationships.
• Anticipate the needs of executives and proactively address potential issues before they arise.
• Assist with event planning and coordination for company-wide or executive-level events.

Qualifications:

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience providing executive-level administrative support, preferably within a corporate environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools.
• Exceptional organizational and time management skills, with the ability to multitask effectively.
• Strong written and verbal communication skills, with excellent grammar and proofreading abilities.
• High level of discretion and ability to handle confidential information with professionalism.
• Experience with travel arrangements and expense reporting.
• Proactive, resourceful, and able to work independently with minimal supervision.
• A professional and polished demeanor, with strong interpersonal skills.
• Ability to adapt to changing priorities and deadlines.

This position is located in Miami, Florida, US , and operates on a hybrid work schedule, blending in-office collaboration with remote flexibility. Our client is an equal opportunity employer and values diversity.

Our client is seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to senior leadership in Miami, Florida, US . This role is essential for ensuring the smooth and efficient operation of executive functions. You will be responsible for managing complex calendars, scheduling meetings, coordinating travel arrangements, and preparing reports and presentations. The ideal candidate possesses exceptional communication and interpersonal skills, with the ability to handle confidential information with discretion. You should be proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and have a keen eye for detail. Responsibilities include gatekeeping, prioritizing incoming communications, preparing meeting agendas and minutes, and managing correspondence. The ability to anticipate needs, proactively address potential issues, and maintain a high level of professionalism is crucial. This is an on-site position, offering the opportunity for direct collaboration and engagement within a fast-paced corporate environment. You will act as a key point of contact for both internal and external stakeholders, representing the executive team with utmost professionalism. A strong understanding of business etiquette and operational processes is highly valued. We are looking for a dedicated individual committed to supporting executive success and contributing to the overall efficiency of the organization. Your role will be critical in facilitating the daily activities of our executives and ensuring their time is utilized effectively. If you excel in organizational tasks, possess superior time management skills, and thrive in a supportive administrative capacity, we encourage you to apply.

Key Responsibilities:

• Manage complex and dynamic calendars for multiple executives, scheduling meetings and appointments efficiently.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Screen and prioritize incoming calls, emails, and other communications, taking appropriate action.
• Organize and manage meeting logistics, including room booking, catering, and preparation of materials.
• Record, transcribe, and distribute meeting minutes accurately.
• Handle confidential information with the utmost discretion and professionalism.
• Assist with expense reporting and budget tracking as needed.
• Serve as a liaison between executives and internal/external stakeholders.
• Manage and maintain office filing systems, both physical and digital.
• Anticipate the needs of executives and proactively address them.

Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience as an Executive Administrative Assistant or in a similar high-level administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with calendar management tools.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build rapport with diverse individuals.
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Discretion and a high level of professionalism.
• Experience with expense reporting and travel booking platforms.

This role requires your presence at our office in Miami, Florida, US , and is not remote.

Our client, a fast-growing professional services firm, is searching for a highly organized and proactive Executive Administrative Assistant to support their senior leadership team. This is a fully remote position, offering exceptional flexibility and the opportunity to manage executive support functions from anywhere in the US. You will be responsible for providing comprehensive administrative support, including complex calendar management, travel arrangements (domestic and international), expense reporting, and preparing meeting materials. Key duties involve coordinating meetings, managing correspondence, conducting research, and acting as a liaison between executives and internal/external stakeholders. The ability to anticipate needs, manage multiple priorities efficiently, and maintain strict confidentiality is crucial. The ideal candidate will possess a Bachelor's degree or equivalent experience, coupled with a minimum of 5 years of experience supporting C-level executives. Exceptional organizational skills, meticulous attention to detail, and strong written and verbal communication abilities are essential. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with virtual collaboration tools (e.g., Zoom, Slack) are required. Experience with project management or event coordination is a plus. You must be a self-starter, able to work independently with minimal supervision, and possess a polished and professional demeanor. This role offers a fantastic opportunity to contribute to the success of executive leadership in a dynamic, remote-first environment, with significant scope for autonomy and professional growth.