Administrative Assistant Job at Worth Avenue Yachts LLC in Fort Lauderdale

Job description

This is an in office position. This is not a remote or hybrid postion. If you looking for remote work, please do not apply!

REQUIRED EXPERIENCE:

• Administrative Support: 3 years (Required).
• Marketing Experience (a plus).
• Understanding Contracts, CRM, and Social Media (a plus).
• Looking for someone with experience in the hotel or travel industry that can put together a client itinerary. (a plus).

EDUCATION:Bachelor's or Work Equivalent Preferred

JOB DUTIES:

• Provides professional and administrative support to charter broker including report generation, correspondence, proof reading of communications, preparation of charter contracts, preference sheets and invoicing, coordination of events, scheduling of executive travel, and liaisons with other departments to provide and obtain necessary information.
• Researches travel destinations, itineraries and assists in the preparation documents needed for charters.
• Works closely with marketing to continually build out content on the website, social media and direct marketing efforts.
• Maintains confidential data base and coordinates monthly e-marketing campaigns. Analyses marketing reports.
• Maintains log and follow up for all charter leads for the broker.
• Researches and assists with marketing to new potential yacht owners and charter clients.
• Prepares presentations for clients.
• Orders gifts, manages toy rentals and other miscellaneous items needed in conjunction with yacht charters.
• Attends Yacht Open Houses and seminars as requested by broker.
• Provides a bridge for smooth communications between internal team, clients, captains and other execs in the yachting world.
• Prioritizes brokers needs, handles matter expeditiously, proactively, and follow-through on project to successful completion, sometimes with deadline pressures.
• Works closely with broker at major boat show preparing prior to the show, working the shows and assisting with post-show follow up.
• Prepares Expense Reports and light accounting.

ROLES AND RESPONSIBILITIES:

• Reports directly to dedicated Charter Brokers.
• Work closely will all other departments and Team Members.
• Log and update all charter leads in Sales Force and charter log.
• Prepare charter presentations as requested.
• Draft contracts.
• Prepare invoices, charter checklists, and client preference sheets.
• Update Escrow Log.
• Maintain i-contact data base as requested.
• Working with marketing team on monthly e-marketing campaigns.
• Assist with updating charter itineraries.
• Coordinate with marketing team.
• Maintain all charter data on shared drive for each transaction.
• Send follow up questionnaire for all clients and track testimonials.
• Research restaurants, marinas, destinations, local agents, dive guides, flights and other charter details as requested by client to assist with overall experience.
• Stay up to date on charter VAT and taxes.
• Attend IYBA seminars as requested.
• Work all major boat shows: Fort Lauderdale, Miami, Palm Beach.
• Attend local charter open houses.
• Maintain brochure log on shared drive.
• Assist with updating website content.
• Coordinate client gifts for all charters.
• Expense reports monthly.
• Light accounting.
• Attend client events as requested.
• Coordinate direct mailing for PYV and WAL.
• Post weekly LinkedIn posts (charter).
• Assist marketing with ideas for social media and blog content.
• Continually develop targeted lists and data bases for lead cultivation.
• Maintain overview of charter yachts with personal notes.
• Maintain captain database develop captain marketing messages (charter).
• Book travel and update calendars as requested.