Assistant to Director - Charter Management (Charter Sales, Marketing & CRM Suppo

Job Purpose

The Assistant to the Director – Charter Management will provide comprehensive support to the Director of Charter Management by managing charter sales activities, client relationships, marketing initiatives, CRM management, and financial coordination.

The role requires a commercially driven and detail-oriented professional with experience in luxury sales, yacht charter operations, marketing, and customer relationship management. The candidate will support the growth of charter revenues by managing sales pipelines, preparing marketing materials, coordinating client communications, monitoring charter financing activities, and ensuring efficient follow-up with clients and partners.

The ideal candidate must have hands-on experience with Zoho CRM or similar CRM platforms, Canva, and Zoho Newsletter/Zoho Campaigns.

Key Responsibilities

1. Executive Support to Director – Charter Management

• Provide daily operational and administrative support to the Director of Charter Management.
• Manage schedules, meetings, follow-ups, and key action points.
• Prepare management reports, presentations, business updates, and market analysis.
• Coordinate communication between internal departments, clients, brokers, and external partners.
• Maintain confidentiality of business, client, and financial information.
• Ensure timely follow-up and completion of assigned tasks.

2. Charter Sales Management & Business Development

• Support and oversee the complete charter sales process from lead generation to booking confirmation.
• Manage and monitor charter inquiries, opportunities, and sales pipeline.
• Follow up with prospective clients, brokers, and partners to maximize conversion opportunities.
• Prepare charter proposals, quotations, itineraries, presentations, and client documents.
• Coordinate with yacht operations teams to ensure smooth charter execution.
• Maintain accurate records of client requirements, preferences, and booking history.
• Assist in developing strategies to increase charter bookings and revenue generation.
• Monitor market trends, competitor activities, and client preferences.
• Support relationship management with high-net-worth clients and VIP guests.

3. Charter Financing & Revenue Coordination

• Support the Director in monitoring charter financial activities.
• Coordinate with Finance and relevant departments regarding:
• Charter invoices
• Advance payments and deposits
• Outstanding balances
• Commission payments
• Revenue tracking
• Financial documentation
• Maintain updated records of charter financial status.
• Prepare financial reports and payment status updates.
• Monitor payment schedules and escalate pending payments when required.
• Ensure proper coordination between sales, finance, and operations teams.

4. CRM Management & Sales Pipeline Monitoring (Mandatory)

• Manage and maintain customer data within Zoho CRM or similar CRM platforms.
• Update and monitor:
• Leads
• Opportunities
• Client information
• Sales activities
• Follow-ups
• Conversion status
• Ensure accurate and timely CRM data entry.
• Generate CRM reports and sales performance dashboards.
• Support implementation and improvement of CRM processes.
• Maintain organized customer databases and communication history.

5. Marketing & Brand Communication

• Support the development and execution of charter marketing campaigns.
• Create professional marketing and sales materials including:
• Yacht brochures
• Charter presentations
• Flyers
• Digital advertisements
• Client newsletters
• Event invitations
• Social media content
• Design creative marketing materials using Canva (mandatory).
• Prepare and distribute newsletters using Zoho Newsletter / Zoho Campaigns or similar platforms (mandatory).
• Maintain marketing mailing lists and customer databases.
• Support yacht promotions, charter campaigns, and brand visibility initiatives.
• Ensure all communication materials follow luxury brand standards.

6. Digital Marketing & Social Media Support

• Assist in planning and executing digital marketing activities.
• Support social media content planning and scheduling.
• Coordinate collection of yacht images, videos, and promotional content.
• Monitor engagement and performance of marketing campaigns.
• Support online marketing initiatives to generate charter leads.

7. Client Relationship Management

• Maintain professional communication with clients, brokers, and business partners.
• Support VIP client servicing and personalized communication.
• Maintain records of client preferences and requirements.
• Assist in building long-term client relationships.
• Ensure high standards of customer experience throughout the charter journey.

8. Events & Yacht Show Support

• Assist in preparation and coordination of:
• Yacht shows
• Charter exhibitions
• Client events
• Marketing activities
• Prepare presentations, invitations, and promotional materials.
• Support client engagement activities during events.

9. Reporting & Business Analysis

• Prepare weekly and monthly charter sales reports.
• Track and analyze:
• Sales pipeline
• Charter bookings
• Revenue performance
• Marketing campaign results
• Client engagement
• Provide insights and recommendations to support business growth.
• Maintain accurate reporting dashboards.

Education

• Bachelor’s degree in Marketing, Business Administration, Finance, Hospitality, or related field preferred.

Professional Experience

• Minimum 2-3 years of experience in:
• Yacht charter sales
• Luxury hospitality
• Premium travel industry
• Sales coordination
• Marketing support
• CRM management
• Experience supporting senior management or commercial teams preferred.
• Experience working with high-net-worth clients is an advantage.

Mandatory Technical Skills

• Zoho CRM or similar CRM experience – Mandatory
• Zoho Newsletter / Zoho Campaigns or similar email marketing platform – Mandatory
• Canva design skills – Mandatory
• Strong proficiency in Microsoft Office:
• Excel
• PowerPoint
• Word
• Ability to prepare professional presentations, reports, and marketing materials.

Preferred Candidate Profile:

A proactive and commercially focused professional combining charter sales expertise, CRM management, marketing skills, and financial coordination experience, capable of supporting a luxury yacht charter business and contributing directly to revenue growth.

What We Offer:

·       Competitive salary and benefits package

·       Opportunity to work on innovative and sustainable projects

·       Supportive and growth-oriented work environment

·       Exposure to international standards and advanced technologies