Charter & Office Assistant (Palm Beach)

This is an excellent opportunity to join a leading global superyacht brokerage business serving a clientele of ultra-high net worth individuals.

The role will be based in their Palm Beach office which is a newer location and is growing fast.

Responsibilities

Retail Charter Assistant – Key Responsibilities

• Prepare high-quality electronic and bound yacht presentations and bespoke, client-friendly itineraries for charter enquiries and confirmed bookings, as directed by the Broker.
• Maintain accurate and up-to-date client and enquiry records within internal databases, including contact details, notes, commissions, discounts, and charter expense calculations.
• Prepare charter agreements and all associated documentation; create and manage complete electronic and hard-copy charter files.
• Coordinate with the Finance department regarding incoming and outgoing client funds, payments, and broker expense submissions.
• Provide comprehensive client service support, liaising with captains, crews, and central agents regarding yacht availability, charter preparation, and operational requirements.
• Coordinate pre- and post-charter client gifts and handle inbound calls and enquiries in the Broker’s absence.
• Manage the Broker’s calendar, key charter deadlines, and domestic and international travel arrangements.

Office Assistant – Key Responsibilities

• Answer and direct incoming phone calls, emails, and general correspondence
• Manage calendars, meeting schedules, and conference room bookings
• Prepare, format, and distribute documents, reports, and presentations
• Maintain filing systems (digital and physical) ensuring accuracy and confidentiality
• Assist with data entry and basic record-keeping
• Office Operations & Coordination
• Ensure the office is well-organized, clean, and properly stocked with supplies
• Coordinate office services (IT support, maintenance, cleaning, couriers, etc.)
• Support onboarding of new staff (workstations, access, basic orientation)
• Assist with travel arrangements.
• Communication & Front-of-House
• Act as first point of contact for visitors, clients, and external partners
• Greet guests professionally and manage visitor logs

Requirements

• Excellent communication & organizational skills.
• High attention to detail, and conscientiousness to record information accurately.
• Excellent level of written and spoken English and numeracy.
• A proven ability to use all Microsoft Office programs including Word, Excel and PowerPoint to intermediate level, and Photo Shop (basic skills).
• Capability to work independently and take initiative but also be an excellent team player.
• Ability to maintain confidentiality.
• Calm, confident and professional.
• Pro-active.
• College Degree (associate’s degree acceptable)

Desirable

• Experience working in sales or customer service for luxury brands or in industries that require interaction with high-net-worth properties or individuals.
• Graduate or 1 – 2 years of experience in a support or administrative type role for a busy sales team

The role is fully office based and the working hours are 9.00am to 5.30pm Mondays to Fridays. Applicants may be required stay later in the office and sometimes work on weekends due to boat shows and events.

You must have the right to work in the Unites States to be considered.

Benefits

• 401K (pension)
• Travel insurance (work and personal) after 3 months
• Private health insurance (PMI), dental & vision – 100% Individual cover after 3 months
• Employee Assistance Programme (EAP)
• 25 days’ vacation + birthday is an additional day off. After 15 years of service, an additional 5 days of annual leave per year
• 3 month paid sabbatical after 10 years of service
• Happiness Factory & ESG – A range of social & ESG events and activities