Summary:
The Charter Management assistant’s overall goal is to assist the US Charter Managers with their designated charter vessels calendars and databases and assist in the growth of IYC’s respected fleet of luxury, private yachts available for charter worldwide. The Charter Management Assistant is required to maintain strong interpersonal relationships and communication with their team of Charter Managers in the US Office, adhering to Company procedures and Charter Management practices.
Key Responsibilities (but not limited to):
- Administrative Support: Manage appointments, meeting requests, industry events on manager calendar, Organize and maintain department folders and files in the drive, track deadlines, maintain contact lists for U.S. charter management. Keep minutes in CM Team monthly call. Assist with handling inquiries to ensure quick response times and a high level of bookings for the fleet, ensuring efficient operations and customer satisfaction.
- Financial Support: Issue notifications for receivables and fund disbursements to owners, captains, and brokers. Oversee and manage VAT payments as needed. Assist captains with set up and management of third-party APA accounts.
- Contract Management: Develop working knowledge of MYBA/AYCA contracts, addenda and guidelines. Support the preparation, review and tracking of contracts to ensure compliance and timely execution, addressing any related inquiries or amendments as needed.
- Marketing Support: Collaborate with marketing to create promotional materials, broadcasts, event feedback forms, manage and resize photography, organize mail outs of client materials (i.e. Horizon’s, holiday cards)
- Document Organization: Collect, organize, and maintain ownership documents for new and current listings.
- Yachtfolio & Website Maintenance: Regularly review specifications, calendars, sample menus and crew profiles across all web platforms to ensure all information is current and accurately represented.
- Event Coordination: Assist with setup, breakdown, and organization at industry events, sales and charter shows, broker lunches and open houses.
Requirements & Skills
- Minimum 2 years Administrative experience supporting a team
- Strong computer skills, including Word, Excel/Google Docs, Google Sheets, Outlook, Google-drive
- Strong photo editing skills
- Industry experience is a plus; willing to train
- Experience with CRM platforms preferred
- Well-versed in Social Media
- Strong written and verbal communication skills
- Strong multi-tasking skills
- Driven, proactive, self-motivated
- Flexible
- Strong attention to detail
- Excellent follow-up skills
