Executive Assistant, Partnerships

OceanX

OceanX

Administration, Sales & Business Development
New York, USA
Posted on Wednesday, February 7, 2024

Executive Assistant, Partnerships

OceanX

About OceanX:

OceanX is a mission to support scientists to explore the ocean and to bring it back to the world through captivating media. Uniting leading media, science, and philanthropy partners, OceanX utilizes next-gen technology, fearless science, compelling storytelling, and immersive experiences to educate, inspire, and connect the world with the ocean and build a global community deeply engaged with understanding, enjoying, and protecting our oceans. OceanX is an initiative of Dalio Philanthropies, which furthers the diverse philanthropic interests of Dalio family members. For more information, visit www.oceanx.org and follow OceanX on Facebook, Instagram, Twitter, TikTok, and LinkedIn.

Position Summary:

The Executive Assistant will assume administrative responsibilities for the Partnerships team, particularly for the VP of Partnerships and other OceanX VPs as required. Key duties include managing calendars, arranging travel, monitoring expenses, aiding in reporting, overseeing vendor management and contracting, and performing general administrative tasks to uphold a high standard of organization and structure for the Partnerships team.

Additionally, this person will be tasked with supporting office management responsibilities at our NYC office 2-3 days per week (20-30% of workload), encompassing inventory maintenance, restocking supplies, and handling shipping need for the organization.

OceanX is an entrepreneurial environment which values team players who can manage priorities and workstreams simultaneously. To thrive and succeed within our unique culture and work environment, you must demonstrate humility, innate curiosity, and openness to new ideas/approaches. You also must be hard working, composed and goal oriented. All employees are expected to be honest, excited about providing and receiving objective feedback, constantly striving for self-improvement, and committed to the pursuit of excellence.

Duties and Responsibilities:

  • Provide high-level administrative support and coordination for the VP of Partnerships and other senior VPs of OceanX including calendar management, meeting coordination, travel, and expense reporting
  • Provide operational support to the Partnerships team including tracking of reports and metrics, the facilitation of meetings, coordination of proposals and development of materials as needed
  • Support vendor management for the team including contracts, approvals, and other authorizations
  • Support the VP of Partnerships in revenue and expense tracking
  • Document and track meeting notes as needed through the CRM and other resources
  • Support the Partnerships Pillar with correspondence tracking
  • Provide office management for the NYC office 2-3 days per week via mail/package organization, inventory management and restock, shipping, etc. (20-30% of workload)
  • Support other Pillar Heads / VPs with administrative needs as needed

Qualifications:

  • Professional Experience:
    • 2+ years of experience in an administrative, business, or office manager capacity
    • Ability to effectively communicate with senior leadership, staff, and external parties
    • Proficient/Advanced MS Office Suite (excel, word, ppt)
    • Experience with CRMs, Concur, Jira, Smartsheets, Notion, Monday.com and/or similar platforms a plus
    • Bachelor’s degree
  • Personal Attributes:
    • Highly independent, self-starter
    • Ability to think strategically and conceptually
    • Comfortable with ambiguity, and the ability to shape partnerships in a variety of ways, navigating that ambiguity
    • Machine-like approach to design and planning
    • Determined, resourceful and practical
    • Strong work ethic
    • Low ego and team-player
    • Maintains high standards and is results oriented
    • Operates with high level of discretion and ethics

Why Should You Apply?

  • Access to a World Class Exploration Vessel
  • 100% company paid medical premiums
  • 17 company paid holidays
  • Friday summer hours
  • Monthly community happy hours
  • Hybrid work environment
  • 2 One-Month Periods of Remote First Work
  • Free catered food services for in-office Thursdays
  • Generous PTO offering
  • Casual dress code
  • 150% 401(k) match up to $7,500 and 100% match above $7,500 ($15k match limit)
  • Gym reimbursement, back up childcare services, insurance, financial, and legal services, and much more!

Compensation:

Compensation for the role includes a competitive salary in the range from $65,000 - $100,000 (inclusive of a merit-based bonus, dependent on years of experience, level of education obtained, as well as applicable skillset), potentially a success-driven incentive payment and an excellent benefits package, including a comprehensive employer paid medical plan and generous employer match for 401k.

Please note that we do not provide immigration sponsorship for this position. OceanX is an Equal Opportunity Employer.

All correspondence will remain confidential.