BASIC PURPOSE: Provide administrative and logistical support to New Build Producing and Theatrical Operations teams.
POSITION RESPONSIBILITIES:
- Work closely with New Build Executive Producer and Theatrical Operations teams to support everyday operations (housing, local hotel needs, vehicle rental, catering for meetings, etc.).
- Coordinate travel for the entertainers, contractors and consultants including visa requirements, transit letters, air transportation, hotel and cruise accommodations and ground transportation.
- Coordinate and schedule meetings as required by the New Build Team. Ensure proper note taking and dissemination of information.
- Work with NCLH travel partners to arrange air transportation to and from Creative Studios for rehearsal purposes. Arrange air/ground travel to and from ships for show installs and secure lodging when necessary.
- Work with the New Build and Accounts Payable teams to establish new vendor accounts.
- Work closely with Revenue Operations to secure and/or arrange cabin space for installation teams and additional vendors using Appian.
- Update and create Excel spreadsheets as needed for financial budgets, productions schedules, contract lists, etc.
- Assist Theatrical Operations Team with all new build crew onboarding processes in MAPS.
- Review invoices from vendors and ensure the invoices comply with accounting guidelines. Upload these invoices into Recall and code accordingly.
- Upload and code applicable expenses on Concur.
- Track invoice activity in order to confirm invoices have been paid. Use Recall history to track past invoices and send to Finance, Accounting and or NCLH Entertainment personnel.
- Work with Port Agents as needed for installs including coordinating transfers from airport to hotel, to and from ships, etc.
- Communicate with vendors and agents for various needs such as invoicing, travel, etc.
- Provide administrative and clerical support to the team including air travel, hotel and shipboard reservations, coordination calendars, screening telephone calls, visitors, and incoming correspondence, maintaining files and composing routine correspondence on own initiative for approval.
- Provide all travel information (flight details, lodging, reservation numbers, etc.) on detailed travel grid to Production Manager.
- Communicate with ship personnel on arrivals of entertainment team, along with their pertinent show information. Ensure to notify ships of changes or cancellations.
- Perform other duties as assigned.
KNOWLEDGE AND EXPERIENCE:
EDUCATION: High School degree or equivalent.
EXPERIENCE: 2-3 years in administrative role supporting a team of management and staff members. Entertainment background preferred.
KNOWLEDGE & SKILLS: Must have strong communication, organizational and computer literacy skills. Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) is required. Creative ability is essential. Proficiency in TEAMS, Appian, MAPS, Monday.com, and Recall.
Norwegian Cruise Line Holdings Ltd.
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