Office Manager/Charter Assistant

Job Description
As a valued member of the Denison Yachting team, you’ll play a key role in both our office operations and charter assistance in Newport, Rhode Island. Your contributions will help ensure that both the day-to-day office tasks and the more exciting world of yacht charters run smoothly and efficiently. It’s a role that blends organization and customer service, with a dash of adventure.
 
Administrative Responsibilities

• Maintain the Newport office, ordering supplies, managing promotional materials, and ensuring everything is running smoothly.
• Answer the phone, meet, and greet clients and prospective clients with a friendly, professional attitude.
• Complete and submit monthly office expense report, helping to manage the office budget and expenses.
• Keep track of Charter Specialist and office calendar, scheduling meetings and events.
• Work closely with the marketing team to ensure materials are organized and branding stays consistent.
• Assist with travel and accommodation arrangements for clients and staff.

• Assist Charter Brokers in creating customized presentations and itineraries using CharterItinerary.com and other tools.
• Handle day-to-day charter inquiries and logistics, ensuring everything is addressed with care and attention to detail.
• Support charter management by communicating between clients, captains, charter managers, and yacht agents
• Drafting and finalizing contracts using various industry-standard templates, including MYBA, CYBA, and AYCA.
• Keep charter client files up to date, ensuring all required documentation, such as KYC/AML paperwork, is submitted to accounting.
• Maintain a checklist of the charter booking process and its execution dates, including client contracts, payments, preferences, and pre-charter communications to ensure timely and seamless execution.
• Collaborate with the accounting team to handle financial details related to charter transactions.
• Draft professional letters and emails, ensuring clear and timely communication with clients and partners.
• Collaborate with the marketing team to prepare promotional materials for charter services.
• Coordinate and create charter client e-blasts using HubSpot.
• Prepare for charter shows by creating promotional content and developing informational yacht guide booklets, event schedules, and organizational tools to support the charter brokers.
• Attend and participate in local boat shows, assisting in set-up/break-down, building relationships and strengthening Denison’s presence. (as needed)

• Strong organizational skills and attention to detail
• Excellent communication skills, both written and verbal, to interact professionally with clients and team members.
• Proficient in Microsoft Office and Google Drive; experience with HubSpot is a plus.
• Ability to multitask and prioritize effectively

• Full Time, Monday to Friday
• Nights and/or weekends may be required for shows or events.

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Term Life Insurance
• 401 K
• Nine Paid Holidays off
• Paid Time Off:
  • 0-2 Years – 10 Days
  • 3-5 Years – 13 Days
  • 5 Years + 15 Days
• Employee Assistance Program (EAP)
• Long Term Disability (coverage based on tenure)
• Short Term Disability (voluntary)
• Flexible Spending (FSA)
• Health Savings Account