Administrative Assistant

Administrative Assistant

American Cruise Lines is seeking an Administrative Assistant to join the team at our Guilford, CT Corporate Headquarters. Our rapid expansion has made us the largest overnight passenger vessel in the US domestic market. As our fleet continues to grow, so does the need to ensure our long-term strategic cruise planning goals are met. The Administrative Assistant will provide organized, detail-oriented support to the Port Development and Construction team by managing recurring administrative processes, tracking key deadlines, and maintaining accurate records. This role will be responsible for monthly and yearly invoices, license renewals, contract summaries, payment and accounting tracking, and scheduling trackers to help ensure department priorities are completed accurately and on time. This role will report to the Contract Administrator.

At American Cruise Lines, we are driven by our valuesOptimism, Commitment, Patriotism, and Merit. These values shape our culture, our service, and our people, guiding us as we work together to Share America's Story on the Finest American Ships.

Responsibilities

• Prepare, process, and track monthly and yearly invoicing to ensure accuracy and timely completion.
• Coordinate license renewals, maintain renewal calendars, and ensure required documentation is submitted on schedule.
• Review contracts and prepare clear summaries of key terms, deadlines, obligations, and renewal requirements.
• Track payments, accounting records, and related follow-up items in coordination with internal departments.
• Maintain scheduling trackers, monitor upcoming deadlines, and provide regular updates to ensure tasks remain on schedule.
• Provide administrative support for department projects, records, correspondence, and day-to-day office coordination.
• Communicate professionally with internal teams, vendors, and outside partners to collect information and resolve outstanding items.
• Other duties as assigned.

Qualifications

• Bachelor's degree or equivalent.
• Strong organizational skills.
• Strong Excel skills.
• Detail oriented.
• Excellent verbal and written communication skills (English).

Work Schedule

• Ability to work in-person at our Guilford, CT home office.