Seasonal Administrative Assistant - Cruise Department

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