Job Description
This role will be based on one of our UK sites (Southampton, Hythe, Wroxham, Ipswich, Ashmanhaugh) but is required to rotate between working at one of the Oyster sites and overseas during the Oyster Rally and other events.
This role is responsible for supporting the Oyster World Rally Manager and Event Coordinators to deliver a successful and enjoyable event.
Pre-Event:
Support with planning and coordination of every stage of the rally, delivering a successful and enjoyable experience for all participants.
* Ensure that all Oyster World Rally contacts in all destinations are updated in relation to planning and schedules, maintaining communication throughout the duration of the event.
* Support with planning and delivery of effective training courses, seminars, and practical workshops for participants of the Rally.
* Review and update the ‘Rally Guide’ with respect to formalities, customs procedures, extended stays etc., particularly with extended stays in some locations.
* Carry out research into new rally destinations and organise itineraries for research trips.
* Coordinate preliminary party planning for all locations. Liaise with local tourist authorities to get support for local events.
* Work within budgetary limits set and provide reports on expenditure as required.
* Arrange agent support in various locations as required.
During Event:
* Ensuring a seamless and stress free experience for all participants involved in the rally at all times.
* Support participants to clear customs in each stopover, have supporting guidance on local issues, tourism, events, sight-seeing and exploring in each location.
* To be at each of the identified stopovers ahead of the first arrival, ensuring a World Rally Team Member is on hand to support Rally Team members, Clients and Crew for the duration of the visit to each destination.
* Welcome fleet to each destination and assist with berthing where necessary.
* Liaise with marinas/yacht clubs/agents for berthing where necessary.
* Arrange events/parties at each destination as directed.
* Liaise with external agencies, (customs, immigration, quarantine) to ensure smooth entry and departure for fleet in each location.
* Assist with obtaining cruising permits/other formalities where necessary.
* Assist with crew change formalities.
* A ssist fleet with communications /SIM cards/Wi-Fi.
* Maintain contacts in all destinations to ensure smooth arrival.
* Order fuel/plan bunkering where necessary
* Pre-planning of provisioning in remote locations
* Liaise with tourism authorities/businesses to allow maximum info to participants at each destination
* Update on plans for destination briefings to participants
* Liaise with shipping agents for receipt and clearance of spares from UK, in conjunction with Oyster After Sales
* Liaise with photographers and yachting media to ensure that Oyster have good coverage of the event
Requirements
Knowledge
* Knowledge and passion for the marine industry
* Sailing knowledge is a distinct advantage
* Have a good working knowledge of all Microsoft packages: Word, Excel, Power Point and Outlook
Skills
* Exemplary Customer Service skills
* Robust planning and organisational skills
* Able to work under pressure, to deadlines and ever- changing priorities
* Adept influencing and communication skills
Experience
* Resilient problem solver
* Essential experience of event management
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