Job Purpose

The primary purpose of this role is to support the head of department in day-to-day operations as well as coordinate and support activities within the department on a global level. This will be achieved through:

• Supporting the head of department in day-to-day operation of Yacht Management department
• Provision of general administrative support to the Yacht Management department

Functional Responsibilities

Personal Assistant to the Head of Department

• Providing administrative support to the Head of Department including but not limited to diary management, travel arrangements and general clerical support
• Managing emails/calls/actions that do not require the attention of the Head of Department assessing importance and directing accordingly
• Support the Head of Department in the management and completion of various Company processes
• Preparing documents/reports
• Perform data collection, analysis and reporting to Head of Department
• Draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested
• Manage agenda, prepare supporting information, maintain records and action points of department meetings
• Any other task that is reasonably requested

General Department Administration

• Provide general administrative and clerical support, maintaining accurate records and files at all times
• Maintain list of managed yachts and all associated data across relevant databases
• Coordinate the regular update of existing and new information by Yacht Managers/Assistants across relevant databases
• Coordinate the Department KYC/AML effort by acting as liaison with Compliance Manager
• Maintain all department information confidential and secure, including adherence to relevant GDPR, cyber and otherwise
• Coordinate with HR on recruitment, inductions, performance appraisals, training and development
• Coordinate with Yacht Management department heads and lead Yacht Management Sharepoint transfer to ensure adherence to wider group IT policy
• Manage/coordinate department projects (as required)

Events 

• Plan department conferences and functions
• Coordinate with marketing and other departments to enhance Department representation at yacht shows/industry events

Documentation

• Maintain standard templates for all agreements, undertakings and official department and relevant company documentation
• Coordinate the preparation of proposals and agreements for presentation to potential clients
• Arranging for agreements, undertakings and other documentation to be executed on behalf of Burgess
• Conduct initial review of agreements, undertakings and documentation from clients and coordinate response from senior members of team as relevant
• Maintaining the website content in conjunction with Burgess marketing department
• Developing Yacht Management marketing to improve client interest and clarity
• Optimise cross department marketing and information sharing

Personal attributes and qualifications

Essential

• Degree level qualification in business, commerce, leisure and/or hospitality

Desirable

• Master’s degree in business administration
• Industry experience – off and/or onshore

Experience and ability

• Self-motivated with a good understanding of the industry
• Skilled communicator, professional and friendly demeanour
• Proficient with the use of business IT systems
• Competent at problem solving
• Fluent in spoken and written English
• Eligible to live and work in the UK and resident within commuting distance of the London office

*Only candidates with legal status to work in the UK can be considered.

Burgess is an equal opportunity employer and will happily consider candidates from all backgrounds who are able to demonstrate the required personal and professional qualities for this role.