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Job Description

Personal Assistant Duties

  • Manage the GMD’s email inbox to highlight emails for immediate attention and if out of the office send appropriate responses.
  • Help manage requests for GMD’s attention in order of priority and respond to keep them informed.
  • Answer GMD’s phone calls, filter out those from people he doesn’t need to speak to and
  • gauge how busy he is to take a call or to call back.
  • Organise travel and accommodation for business trips and boat shows and process related expenses.
  • Update contacts from business cards and add important notes about key people.
  • Keep the budgets he organises up to date.
  • Monitor his diary for tasks and recurring activities that he needs to prepare for such as Board
  • Meetings.
  • Collate and organise signing of important documents; scan, send, and return countersigned documents.
  • Arrange meetings and conference call invitations.
  • Assist in getting regular reports from the team, chasing people up where necessary to ensure to make sure he gets these on time.
  • Help with planning the Kymeta project including maintaining interest list and sending personal email shots.
  • Spanish/English Translation where necessary; other languages as appropriate.

Marketing Duties

  • Liaise closely with other members of the marketing team and external agencies to ensure marketing objectives are met within the agreed time frame.
  • Assist with organising marketing events including boat shows, seminars, talks, networking events, co-sponsored events etc..
  • Assist with securing co-funding and collaborative sponsors for events and advertising.
  • Administer paperwork and procedures to book events and advertising within an agreed budget, and ensure invoices are correctly received and processed.
  • Populate websites for boat shows and ensure information on online directories is kept up-to- date.
  • Ensure all marketing collateral is kept up-to-date, sent out to sales staff and other offices as needed, and collated, prepared and shipped for boat shows.
  • Manage storage of all marketing related material including collateral, holders, banners, lanyards, badges, give-aways etc.
  • Book flights and hotels where necessary for staff attending off island events.
Job Requirements
  • Fluent English and Spanish are essential, both spoken and written. Knowledge of other languages will be an advantage.
  • Excellent interpersonal and communication skills with the ability to deal with people at all levels on the telephone and by email.
  • Effective and proven organisational, time management and prioritising skills.
  • Resourceful, with the ability to work independently and as part of a team.
  • Proven ability to multitask and deal a wide range of different tasks at the same time.
  • Strong Microsoft office skills are essential, experience of CRM systems desirable.
  • Previous experience in marketing and organising events an advantage.
  • Previous PA experience an advantage.
  • Knowledge and experience in the superyacht and/or communications sectors an advantage.