Assistant Coordinator, Legal Operations

About Us

At Carnival Cruise Line, our mission is to consistently deliver safe, fun, and memorable vacations at a great value. As the world’s most popular cruise line, we offer a variety of unique experiences across our fleet, ensuring that every voyage is filled with excitement and discovery. From world-class entertainment and dining to exploring stunning destinations, we create lasting memories for our guests while maintaining a dedication to the places we visit and the lives we touch. Join us and embark on a career that offers not only the chance to grow professionally but also the opportunity to be part of a global community that makes a difference.

In addition to other duties/functions, this position requires full commitment and support for promoting ethical and compliant culture. More specifically, this position requires integrity, honesty, and respectful treatment of others, as well as a willingness to speak up when they see misconduct or have concerns.

Carnival Corporation & plc and Carnival Cruise Line is an equal employment opportunity/affirmative action employer. In this regard, it does not discriminate against any qualified individual on the basis of sex, race, color, national origin, religion, sexual orientation, age, marital status, mental, physical or sensory disability, or any other classification protected by applicable local, state, federal, and/or international law.

Job Summary

The Assistant Coordinator, Legal Operations is a vital role supporting the Risk Management and Legal departments. This position is responsible for ensuring adherence to court-mandated deadlines, regulatory requirements, and corporate legal obligations. Key functions include managing the intake, tracking, and calendaring of legal matters, assisting with subpoena compliance, and overseeing regulatory reporting deadlines. This role is crucial for mitigating risks associated with missed deadlines, penalties, and adverse legal outcomes, while also providing essential administrative support to the Risk Management Department.

Responsibilities

• Manage the intake, docketing, and calendaring of all litigation matters, including lawsuits, pleadings, court deadlines, and trial dates.
• Coordinate the assignment of cases to outside counsel and maintain comprehensive litigation calendars, case status reports, and claims closure records.
• Operate a tickler system to guarantee timely compliance with all court-imposed deadlines.
• Receive, log, and meticulously track incoming legal documents and matters.
• Accurately calendar critical deadlines and litigation milestones, closely monitoring active cases for compliance.
• Escalate any potential deadline risks to appropriate stakeholders and collaborate with Legal, Claims, and external counsel to ensure clear visibility into case status and required actions.
• Oversee Medicare reporting compliance, manage subpoena response processes, and handle the procurement and renewal of fleet ship certificates, all of which carry significant legal and financial implications.
• Ensure adherence to court orders, statutory obligations, and regulatory reporting requirements, including the timely and accurate submission of Medicare Secondary Payer (MSP) quarterly settlement reports to prevent statutory penalties.
• Assist in the intake, tracking, and coordination of subpoena responses to avoid court sanctions and maintain thorough documentation for compliance and audit readiness.
• Handle sensitive legal, financial, and claims-related information with a high degree of confidentiality, discretion, and professionalism.
• Provide comprehensive administrative support to the Risk Management and Legal teams, including data collection, report generation, and document preparation.
• Coordinate meetings, prepare necessary materials, track action items, and follow up to ensure their timely completion.
• Manage international and domestic travel arrangements and process expense reports.
• Develop and maintain organizational charts, departmental reporting tools, and other resources to enhance operational efficiency and support informed decision-making.
• Serve as the backup coordinator for evidence preservation, collaborating with shoreside and shipboard Security teams to ensure the timely preservation of CCTV footage and physical evidence from shipboard investigations.
• Maintain accurate logs, records, and documentation related to evidence management, retention, and compliance processes to mitigate spoliation risks.
• Coordinate with internal departments such as IT, Operations, and vessel teams to facilitate effective evidence preservation efforts.
• Administer time cards for the department, approving them for payroll and accurately recording PTO, Sick time, and other leave entries.
• Act as the department coordinator for legal holds and document retention protocols, ensuring compliance with established policies.
• Monitor and appropriately route communications from legal holds, claims, and compliance mailboxes.
• Sort, distribute, and track internal and external correspondence to ensure organization, accountability, and timely follow-up.
• Support employee onboarding and offboarding processes by coordinating equipment requests and returns, and managing the setup/cancellation of system accounts.
• Provide essential coverage for other support staff within the department during their absences.

Requirements

• Possess an Associate's Degree in Administration, Legal Administrative Support, or a related field; a Bachelor's Degree is preferred.
• Demonstrate the ability to communicate confidently with individuals at all organizational levels and cultivate effective internal and external relationships.
• Accumulate 3-5 years of experience in legal administrative support, with a proven record of accomplishments.
• Exhibit proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, and Teams.
• Strong organizational and time-management skills are essential for managing multiple priorities and deadlines.
• Excellent attention to detail and accuracy in handling legal documentation and data.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Proactive problem-solving skills and the ability to work independently and as part of a team.

Perks

• Comprehensive health benefits package including medical, dental, and vision plans.
• Access to Employee Assistance Program and mental health resources.
• Company-paid term life insurance and disability coverage.
• 401(k) plan with a company match.
• Employee Stock Purchase plan.
• Generous Paid Time Off (PTO) policy, including holidays, vacation time, and sick leave.
• Complementary stand-by cruises, employee discounts on confirmed cruises, and special rates for family and friends.
• Opportunities for personal and professional development, including tuition reimbursement.
• On-site Fitness center at the Miami campus.
• Annual cash bonus program.

Eligibility

Candidates must be located in or willing to relocate to the Miami/Ft. Lauderdale area. This role requires employees to work from a designated Carnival office in South Florida Monday through Thursday, with the option to work from home on Fridays. The company is an equal employment opportunity employer and does not discriminate based on protected characteristics.