Administrative Assistant - Cruises And Events

Reporting to the Director, Cruise Operations and Events, the incumbent provides administrative support to his sector. In addition to administrative assistant duties, the assistant participates in the coordination of events and activities on Port territory.

Responsabilities

General administrative tasks

• Greet visitors and provide general information.
• Verification of invoices, purchase orders and reimbursement requests; Expense tracking,
• Manage administrative files, including those relating to ships;
• Follow-up with legal compliance for various contracts and calls for tender;
• Follow-up on accounts receivable;

Cruise operations tasks

• Support the coordinator in communications with tour operators, cabs, shipping agents, buses, etc.;
• Support the coordinator in managing the cruise ship schedule;
• Ensure that customer files, by ship, are up to date and document all needs and particularities.

Tasks related to indoor events

• Check room availability and contact customers with basic information (prices, access, penalties, etc.);
• Take phone messages and e-mails requesting room rentals for events;
• Prepare contract according to Relèvénement parameters;
• Make requests for housekeeping and security personnel according to the manager's instructions.

Tasks related to outdoor events

• Attend event or activity start-up meetings and prepare minutes.
• Follow up regularly with suppliers to ensure delivery dates are met;
• Act as the sector's first point of contact, whether with internal or external customers, handle requests or refer to the appropriate person;