Luxury Yacht Management Assistant

2 weeks ago

Newport, Rhode Island, United States MCM Newport Full time
Job Overview

Salary:
MCM Newport is in search of a skilled professional to enhance our dynamic team. This position will provide support to the Yacht Management Division, the Finance Department, and the Principal in upholding the esteemed standards and service excellence that MCM is recognized for.

Key Responsibilities:

Reception Duties:

Overseeing incoming communications, delivering hospitality, and preparing for meetings. This encompasses answering and directing phone calls, welcoming visitors, arranging refreshments, and setting up meeting areas.

Administrative Functions:

Coordinating travel and accommodation for key personnel and events, as well as organizing and maintaining financial documentation for yachts. Logistics management for boat shows and regattas, overseeing accounts for the company and yachts, including satellite communications and mobile devices, and reconciling monthly invoices.

General Office Assistance:

Handling correspondence, mail, and courier services, both international and domestic. This also includes managing inventory and ordering essential office and shipping supplies. General office support entails maintaining office equipment and coordinating building maintenance. Communication responsibilities include distributing newsletters, promotional emails, and other bulk mailings. Acting as a public relations liaison with PR firms, yacht owners, and shipyards. Maintaining the company's contact database.

Yacht Management Assistance:

Providing management support for yacht operations, which includes maintaining essential management files, coordinating travel arrangements for yacht crew and management, and ensuring proper documentation for international travel. Additionally, this role involves managing accommodations, updating flight booking records, keeping yacht profiles current, and liaising with vendors for competitive pricing and services. Maintaining a global network of yacht/ship agents to facilitate seamless maritime operations.

Regatta Coordination:

Overseeing shoreside accommodations and travel arrangements for major regattas.

Procurement Management:

Managing yacht supplies by obtaining quotes, reviewing them with relevant stakeholders, and issuing purchase orders. Maintaining a database of purchases, researching products for fleet discounts, and processing payments through credit cards. Effective communication with the captain, crew, and yacht managers regarding the status of orders and shipping details is essential for smooth operations.

Shipping and Receiving:

Overseeing international and domestic vessel shipments, receiving packages, organizing inventory, booking and tracking shipments, creating commercial invoices, handling returns, and communicating with shipping companies. Collaborating with captains, crew, and yacht management staff to ensure timely and efficient shipping.

The ideal candidate should possess strong organizational skills, excellent communication abilities, a keen attention to detail, critical thinking skills, and the capacity to anticipate needs and priorities. A professional and team-oriented demeanor is essential, along with the ability to work independently and collaboratively. Exceptional customer service skills and experience with high-end clientele are highly valued. A high degree of discretion and confidentiality is required. Proficiency in Microsoft O365 (Teams, Word, Excel, Outlook) is preferred.

This is a Full-Time position based in Newport.

MCM offers a competitive compensation and benefits package commensurate with experience.

This role provides opportunities for training and career advancement to become part of the senior yacht management team.

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