Newport Beach, CA - Retail Charter, Brokerage & Office Assistant

Overview

Burgess is a leading global superyacht brokerage business serving a clientele of ultra-high net worth individuals. Since 1975, the company has gained an enviable reputation for success based on unbiased and honest advice, specialist expertise and top-quality working practices. The company provides a full range of yachting services including the sale and purchase, retail charter, charter management, operational management, new construction, crew employment and insurance.

Duties

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.

·        Support business development initiatives, including liaising with the Marketing department, executing digital and direct mail campaigns, and researching and data-mining potential clients.

·        Assist in preparing the Broker for client meetings, presentations, industry events, and boat shows, and attend such events when required.

·        Undertake any additional administrative or operational tasks reasonably required to support the Broker and wider team.

Brokerage Assistant – Key Responsibilities

·        Assist with preparation of yacht selections & presentations 

·        Assist with all client/general correspondence 

·        Record all client activity in the Burgess Customer Relationship Management (CRM) system  

·        Monitor CRM enquiries for all brokers and assist brokers with ensuring the enquiry logs are all kept up to date 

·        Assist with contract preparation as required 

·        Assist with booking of yacht visits/inspections 

·        Collate and send out daily yacht and contact log 

·        Create electronic presentations for third party listed yacht 

·        Preparation of weekly brokerage news 

·        Manage department office cars (servicing, insurance, tax, etc.) 

·        Assist with travel plans as required (hotels, flights, transfers) 

·        Diary management; department movements 

·        Submit/collate expenses for brokers 

·        Ad-hoc projects  

·        Provide assistance in the lead-up to and following yacht shows and other company events. Responsibilities include assembling and dismantling event stands, printing and packing materials, transporting materials, and supporting any additional logistical or operational requirements associated with these events.

·        Stand and Boat Show cover as required, including occasional industry Open Days

·        Occasional reception cover

·        Miscellaneous admin duties as required

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.
• Monitor and reorder office supplies within approved budgets
• Communication & Front-of-House
• Act as first point of contact for visitors, clients, and external partners
• Greet guests professionally and manage visitor logs
• Support internal communications and announcements
• Finance & Compliance Support
• Team & Executive Support (as required)
• Provide ad-hoc administrative support to senior management
• Assist with meeting preparation (agendas, minutes, follow-ups)
• Support internal events, meetings, and team activities
• Handle sensitive information with discretion and professionalism
• Ensure adherence to internal policies and procedures

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Professional Qualities

The successful candidate should be able to demonstrate the following skills:

·        Excellent communication skills.

·        Excellent 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).

·        Experience working with multiple template formats.

Essential:

·        Capability to work independently and take initiative but also be an excellent team player.

·        Excellent reading and grammar.

·        Able to comply with deadlines provided by brokers.

·        Ability to maintain confidentiality.

·        Calm, confident and professional.

·        Pro-active.

·        College Degree (associate’s degree acceptable).

·        Current Passport.

·        Proven ability to work in the United States.

·        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.

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.

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

If you are interested in the position and would like to apply for an interview please send a current CV and cover letter by email to: tjeffery@burgessyachts.com