Administrative Assistant

Hornblower Group

Hornblower Group is a global leader in experience and transportation. Spanning a 100-year history, Hornblower Group's portfolio of international offerings includes water- and land-based experiences and ferry and transportation services. City Experiences, Hornblower Group's premier experience division, offers dining and sightseeing cruises and walking and food tours through the City Cruises, Walks, and Devour brands. City Ferry, part of Hornblower Group's Ferry and Transportation Division, is the largest private operator of high-speed passenger and vehicle ferries in the United States, carrying more than 10 million passengers annually and operating services including NYC Ferry, Puerto Rico Ferry, and other regional ferry systems. Hornblower Group's subsidiaries include Hornblower Marine, which provides vessel outhaul and maintenance services at Bridgeport Boatworks in Bridgeport, Connecticut, and Seaward Services, Inc., a full-service shipping, waterfront logistics and management company that specializes in the operation and maintenance of government and commercial vessels. Additionally, Anchor Operating System, LLC, a Hornblower Group subsidiary and independent entity, provides reservation, ticketing and website integration services for clients in the transportation, tourism and entertainment industries. Today, Hornblower Group's global portfolio covers over 10 countries, over 50 U.S. cities and serves more than 20 million guests annually. Headquartered in Orlando, Florida, Hornblower Group's additional corporate offices reside in San Francisco, California; Boston, Massachusetts; Chicago, Illinois; London, United Kingdom; New York, New York; Dublin, Ireland; and across Ontario, Canada. For more information, visit hornblowercorp.com.

Position Summary

The Administrative Assistant is responsible for providing administrative and operational support to the Marine Operations team. This role helps ensure the department operates efficiently by supporting daily administrative functions, maintaining accurate records, coordinating operational activities, and assisting with compliance, purchasing, payroll, and departmental communications. The ideal candidate is highly organized, detail-oriented, exercises sound judgment, and thrives in a fast-paced operational environment.

Duties and Responsibilities:

Administrative Support and Documentation

• Provide administrative support by processing invoices, purchase orders, payroll documentation, timesheets, revenue reports, meeting minutes, and other departmental records accurately and in a timely manner.
• Maintain departmental documentation by organizing vessel and facility records, logs, forms, marine tracking systems, and operational files to support daily operations and regulatory compliance.
• Prepare, maintain, and distribute departmental reports, correspondence, and other administrative documents as required.
• Support additional administrative projects and responsibilities as assigned.

Operations Coordination and Departmental Support

• Support Marine Department operations by assisting with scheduling, training coordination, work order tracking, and other administrative functions that contribute to efficient daily operations.
• Coordinate communication between Marine Operations leadership, vessel crews, vendors, and internal departments to ensure timely information flow and operational continuity.
• Manage multiple priorities while anticipating departmental needs and maintaining accurate operational records.
• Provide operational and administrative support for special projects and departmental initiatives.

Purchasing and Inventory Management

• Coordinate purchasing activities by ordering office, vessel, and facility supplies while maintaining accurate vendor information.
• Track safety equipment, operational supplies, and inventory levels to ensure adequate stock and operational readiness.
• Coordinate deliveries and inventory distribution for vessels and maintenance facilities.
• Support purchasing processes to ensure timely acquisition of materials and services required for Marine Department operations.

Compliance, Safety, and Regulatory Support

• Support compliance with company policies and regulatory requirements by maintaining required vessel and facility documentation.
• Assist with vessel and facility security plans, audit preparation, inspections, and regulatory compliance initiatives.
• Maintain records that support operational readiness, safety programs, and compliance with applicable maritime regulations.
• Assist leadership with documentation and reporting related to safety, security, and operational compliance.

Collaboration and Operational Excellence

• Collaborate with Marine Operations leadership, vessel crews, vendors, and cross-functional departments to support efficient and effective operations.
• Promote operational excellence by maintaining accurate records, improving administrative processes, and supporting continuous departmental improvement initiatives.
• Demonstrate flexibility in supporting changing operational priorities while ensuring high levels of accuracy, organization, and customer service.
• Perform other related duties and special projects as assigned in support of the Marine Department.

Requirements & Qualifications:

• Bachelor's degree and 6+ months of administrative assistant or related experience, or an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to exercise sound judgment and prioritize multiple responsibilities.
• Familiarity with the marine industry or marine operations.
• Experience with HRIS, payroll, or scheduling systems (e.g., Dayforce), or the ability to quickly learn new software applications.

The RESPECT Service System embodies our mission, vision, values and operating principles. By creating a company culture that puts RESPECT at its core, we believe it will drive us to achieve our goal of becoming a Global Experiences and Transportation Leader.

EEO / Disabled / Protected Veteran Employer. Hornblower is proud to be an Equal Employment Opportunity employer. We offer equal employment opportunities to all qualified individuals and prohibit discrimination and/or harassment of any type, including but not limited to discrimination and or harassment based upon race, religion, religious creed, color, national origin, ancestry, citizenship, sex, sexual orientation, gender, gender identity, gender expression, age, pregnancy or relation medical conditions, childbirth, breastfeeding, parental status, veteran and/or military status, disability (physical or mental), medical condition, genetic information or characteristics, political affiliation, domestic violence survivor status, marital status, or other characteristics prohibited by federal, state, or local law. Additionally, as a federal, state, and local contractor, Hornblower complies with government regulations, including affirmative action responsibilities for qualified individuals, where and as they apply. The company also participates in the E-Verify program in certain locations.