Administrative Assistant

The Administrative Assistant performs administrative and office support activities for multiple supervisors. He/She is responsible for assisting the sales and charter brokers in daily activities to achieve maximum productivity and provide administrative and technical support during transactions. 

Duties may include managing the front desk area, fielding telephone calls, listing secretary, charter assistant, receiving and directing visitors, word processing, creating spreadsheets and presentations, filing and general office organization. 

The Administrative Assistant must have experience in office procedures and should be friendly, outgoing, organized, honest, and possess a strong aptitude for working with and assisting people.

• Responsible for the day-to-day administrative support functions
• Conduct reception tasks such as greeting guests, answering telephone, and provide quality customer service
• Assists brokers in daily duties
• Maintain duties as the Listing Secretary, which involves organizing listing paperwork, creating specification sheets and updating computer databases
• Ensure that brochures, photos and magazines are scanned and entered into CRM according to Fraser standards
• Ensure office stationery and supplies are ordered and stocked and that expired materials are properly disposed of
• Assists in organizing office events and participation in boat shows
• Assist marketing staff in retrieving mailing lists and mailing out company promotional material
• Assists in coordinating monthly advertising initiatives with other offices and with the Marketing department
• Creates sub-files from other brokerage houses on appropriate yachts
• Establishes and maintains permanent files; files and retrieves files as requested
• Composes and types routine correspondence and memoranda using word processing software
• Opens, date, stamps, sorts, and distributes mail

Essential Skills:

• Fluency in English required; a second language is a plus
• Willing to gain knowledge of general maritime laws and federal and/or state yachting regulations relevant to the region(s) in which the company conducts business
• The ability to have a strong and positive influence on others and establish professional credibility
• The ability to handle difficult and demanding situations with a professional, balanced approach (i.e. peak workloads, time constraints, organizational shortcomings, interpersonal tensions).
• Computer literate in Microsoft Office suite and the ability to use standard office data management programs; ability to quickly learn and master proprietary software.

Experience:

• Minimum of two years of administrative experience preferably dealing with high profile clients
• Marine Industry experience preferred

Qualifications:

• Two years of College/University education preferred. Relevant work experience may be substituted for educational experience.

Work Environment:

• Work is conducted most often indoors in an air conditioned, illuminated office environment and periodically outdoors inspecting boats, meeting with yacht captains, and crew aboard vessels, at ports, and on floating barges.
• Travel is required ranging from day to week-long trips. Able and willing to travel internationally to attend boat shows and attend other yacht industry or company events as necessary.
• Utilization of standard office equipment is used in the working environment.
• Motor skills and senses needed to carry out duties include talking, listening, typing, writing, visual inspection of documents and spaces.

Physical Abilities:

• Lifting, pushing, walking, and climbing stairs on boats and small spaces. Occasionally moves, transports, positions and removes equipment weighing up to 30 pounds in office and during boat shows when needed.

The Company reserves the right to add any other reasonable duties from time to time for which you are suitably qualified and to amend or change the duties which comprise the needs of the business subject to prior consultation.

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