POSITION SUMMARY

Assists the Cruise Director with minor to moderate administrative and clerical work.
Administratively supports the Cruise Director’s division and oversees Wedding and Vow
Renewal program.

ESSENTIAL DUTIES & RESPONSIBILITIES

All duties and responsibilities are to be performed in accordance with Royal Caribbean
International’s The Royal Way, SQM standards, USPH guidelines, environmental, and
safety policies. Each shipboard employee may be required to perform all functions in
various food and beverage service venues throughout the ship.
In accordance with Royal Caribbean International’s philosophy of Anchored in
Excellence , each employee conducts oneself in a professional and courteous manner at all
times. This consists of physical and verbal interactions guests or fellow shipboard
employees and/or in the presence of guest contact and crew areas.
1. Collaborates with the Cruise Director to review the requirements of the day’s
administration and any other company related correspondence, notices, policies,
procedures, and other related details. Administratively supports the Cruise
Director’s management team, including the Activities Manager, Adventure Ocean
Manager, Open Deck Manager/Sports Supervisor, Head Broadcast Technician and
Stage and Production Manager(s).
2. Assists with the administration of Bingo per SQM & The Royal Way (GAS).
a. BingoInventory/Ordering
1. Performing a physical audit inventory at the beginning of each voyage.
2. Placing orders through Crunchtime, on a per voyage basis for Bingo cards,
Bingo toys, t-shirts and other Bingo related items.
b. Sponsored Sessions of Bingo
1. Assist the Activities Manager with sponsored sessions of Bingo.
3. Manages wedding program in association with The Wedding Experience:
a. Confirms receipt of wedding and vow renewal Function Request Forms with
the Wedding Summary Manifest for all weddings and vow renewals.
b. Send informational email to all involved shipboard staff prior to voyage
sailing day to confirm ceremony times, dates & locations and to confirm
necessary reception elements
c. Ensure on duty staff (cruise staff and guest relations) are aware of wedding
times and locations
d. Prepare keepsake certificates for vow renewals.
e. Meet with bridal couples getting married in outer ports and vow renewal
couples to review ceremony details and escort couple off the ship as
necessary.
f. Meet with Wedding Coordinator/Officiant (in all ports) on wedding day after
coordinator(s) and officiant have boarded ship to confirm wedding,
logisticsEnsure wedding set up (chairs, pillars, florals, aisle runners, CD and
boom box) is in place prior to and put away after wedding day. Ensure
ceremony location is set up with appropriate food and drink as determined by
FRF, and all shipboard staff – photographer & bar staff – is in place and ready
to go for wedding.
g. Book onboard vow renewals.
h. Officiate and handle logistics for vow renewal ceremonies, and obtain floral
arrangements from Chief Housekeeper for bride and groom
i. Witness waivers for vow renewal couples with different last names who do
not have their marriage license with them.
j. Send welcome letter and farewell letter to all wedding and vow renewal
couples (except when wedding is a surprise). The welcome letter should
include list of amenities the couple can expect during cruise and directions on
how to contact the onboard Wedding Planner/CPA.
k. Extend invitations to the Honeymooners Party. CPA to attend party.
l. Follow up with bridal couples should problems or complaints occur. Relay
correspondence to TWE regarding complaints and resolutions.
m. Maintain and re-order wedding equipment when needed (dry clean aisle
runners, inspect flowers etc.)
4. Receive settlements from shoreside personnel, update with changes and return
updated settlements to shoreside.
5. Manages administrative duties concerning the following guest programs:
Lecturers, Clergy, Honeymooners, Make A Wish, Diamond Theater experience
and Explorer Academy.
6. Maintains guest library and card room inventory, including ordering additional
books for library, maintaining library catalogue, and ordering additional materials
as needed.
7. Understands the Cruise Director Division’s budget, monitors the balance
scorecard drill down and all budget related requests by the Cruise Director.
8. Performs administrative duties such as screening telephone calls, answering and
sending emails, making and coordinating appointments, scheduling meetings and
maintaining filing systems. Takes minutes at meetings and distributes as
necessary. Utilizes spreadsheet software packages for basic mathematical
formulas and graphic presentation of information. All other correspondence as
requested by Cruise Director.
9. Reviews guest comments, revenue and rating reports. Compiles analysis and
reports for all meetings on behalf of the Cruise Director. Maintains voyage files.
10. Manages inventories including gifts and prizes, craft supplies, office inventory
and uniforms. Creates all purchasing requisitions on behalf of the Cruise
Director’s Management Team, including Activities Manager, Adventure Ocean
Manager, Open Deck Manager/Sports Supervisor, Head Broadcast Technician and
Stage and Production Manager(s).
11. Prepares documents for the Cruise Division, including but not limited to the
following: safety meeting minutes, early clearance list, boat drill excuse list,
berthing/phone list, expense forms, POS reports, keyman list, cabin inspection
report, division sign on/off report, emergency number list, pre-departure checklist,
, shoreside packets, Gold Anchor Standard updates, SQM and Crew
Familiarization forms, waiver packets, and Master’s inspection log
12. Communicates with shoreside HR schedulers for Cruise Director’s division in
regards to scheduling issues and blocking ECCR cabins. Disseminates scheduling
information accordingly. Ensures all staff have received an evaluation from their
appropriate supervisor/manager prior to departing the ship and that evaluation has
been entered in the system.
13. Manages Time & Attendance Payroll procedures for Cruise Division for end of
month and sign-off, and assisting in Payroll distribution and process.
14. Operates spotlight equipment for production shows according to instructions as
needed, when stage staff are required to perform duties backstage. Attends
mandatory rehearsals as required.
15. Places print requests when needed for materials necessary for Cruise Staff
activities, including Towel Folding, Napkin Folding, Scrapbooking, etc..
16. Places LGAs for the Cruise Division as needed.
17. Attends meetings, training activities, courses and all other work-related activities
as required.
18. Ability to communicate tactfully with guests, department heads and shipboard
employees to resolve problems and negotiate resolutions
19. Responds to guest complaints in a considerate, professional and positive manner
by showing concern and listening actively. Takes ownership of guest concerns, by
following-up and ensuring complaints are resolved to the guest’s satisfaction
20. Prepare hand over for incoming CPA.
21. Performs related duties as required. This position description in no way states or
implies that these are the only duties to be performed by the shipboard employee
occupying this position. Shipboard employees will be required to perform any
other job-related duties assigned by their supervisor or management. These duties
may include ship activities such as theme nights, game shows, socializing etc.

QUALIFICATIONS

Minimum hiring, language and physical requirements to perform the job.

Hiring Requirements:

• 2-3 years Administrative experience required
• Event planning experience required
• Customer service skills required
• Working knowledge of computers, internet access and the ability to navigate within a
  variety of software packages such as Word, Excel, Lotus Notes, PowerPoint, Encore,
  Kronos, Crunchtime, AMOS and Adobe Page Maker. Utilizes spreadsheet software
  packages for basic mathematical formulas and graphic presentation of information
• Analytical ability relating to budgetary requirements, coursework or professional
  experience preferred.
• Completion of high school or basic education equivalency required.
• Bachelor’s degree with an emphasis on Business Administration, or equivalent
  experience preferred.
• Ability to type 40–50 words per minute.
• Command of the English language with excellent spelling, punctuation and grammar
  skills.
• Knowledge of standard office procedures and organizational skills. Ability to operate
  basic office equipment, including telephone, copy machine, fax, adding machine, etc.
• Excellent interpersonal skills to communicate with all levels of management and
  employees.

Internal Candidate Requirements:

In addition to the stated hiring requirements, internal candidates are required to fulfill
the following:

• Minimum two contracts completed with experience with an administrative
  background preferred.
• Meet expectations on most current onboard ship evaluation.

Language Requirements:

• Ability to speak English clearly, distinctly and cordially.
• Ability to read and write English in order to understand and interpret written
  procedures. This includes the ability to give and receive instructions in written and
  verbal forms and to effectively present information and respond to questions from
  guests, supervisors and co-workers in a cordial and professional manner.

Physical Requirements:

While performing the duties of this job, the shipboard employee is regularly required to
stand; walk; use hands to touch, handle, or feel; reach with hands and arms; talk or hear;
and taste or smell. Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception, and ability to adjust
focus.
All shipboard employees must be physically able to participate in emergency life saving
procedures and drills. Full use and range of arms and legs as well as full visual, verbal
and hearing abilities are required to receive and give instructions in the event of an
emergency including the lowering of lifeboats. Ability to lift and/or move up to 50
pounds.