Seasonal Administrative Assistant – Cruise Department
Role Summary:
Provide essential administrative support to the Cruise Department in relation to shore excursions and ground handling operations, ensuring smooth coordination between cruise line partners, vendors, and internal staff.
Key Responsibilities
- Support the Cruise Department with administrative tasks related to cruise calls, excursions, and ground handling logistics
- Assist with Seaport and Airport operations for the Cruise Department
- Assist with Dispatch at Seaport, Airport and other locations
- Assist with Hospitality Desk duties
- Maintain and update cruise call schedules, allotments, excursion manifests, and vendor booking records
- Prepare and distribute welcome packs, tour documents, dispatch sheets, staff rosters and daily operational reports for port days
- Assist in the preparation of proposals, itineraries, and excursion descriptions for cruise partners
- Ensure timely communication and reconfirmations with suppliers, guides, transport providers, and tour staff
- Organize and maintain accurate records for invoicing, tour reconciliations, and operational reports
- Prepare invoices to cruise line clients
- Provide support with incident reporting and follow-up documentation
- Handle phone calls and email inquiries from cruise lines, guests, and partners professionally
- Assist with onboarding materials and scheduling for seasonal staff and freelancers
- Maintain confidentiality of partner agreements, pricing, and guest data
- Perform other related duties as assigned to support the team or department as well as the Ground Handling Team during down time
