Ocean Job Board

Woods Hole Oceanographic Institute
The Woods Hole Oceanographic Institution is seeking an Executive Assistant to the Vice President of Advancement and Chief Marketing Officer.
The Executive Assistant will provide direct, high-level administrative support to WHOI’s Vice President of Advancement and Chief Marketing Officer, overseeing various organizational and operational tasks daily. This pivotal role involves aiding the executive with heavy scheduling, travel, correspondence, record maintenance, meeting notetaking and agenda setting, project management, and other administrative duties crucial to his effectiveness.
We seek an individual capable of prioritization, proactive anticipation of needs, critical thinking, and solution-oriented approaches within a dynamic setting. Attention to detail and superior written and verbal communication skills are a must. The role encompasses diverse administrative responsibilities, including managing busy calendars, supporting special projects, creating complex documents, arranging donor visits, facilitating information for meetings with both internal and external stakeholders, drafting correspondence, managing contact lists, coordinating travel arrangements, and preparing expense reports. The individual will also maintain records in the Raisers’ Edge fundraising database.
This highly visible position involves confidential matters, the handling of sensitive information, and direct interaction with trustees and other high-level supporters of the Institution. It requires a broad skill set and the ability to exercise judgment, initiative, discretion, and independence. It's a full-time, exempt position with comprehensive benefits. Work arrangements may include hybrid or fully remote options, with occasional on-site presence required for meetings and special events.
Work environment*
Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
This position is mostly sedentary in nature and involves some repetitive motion such as with data entry. There is also the occasional need for retrieving and replacing files that requires some bending, stooping, pushing and pulling. This position will work alone as well as around and with others. Physical duties are subject to change.
Further details of the physical requirements, if any, of established essential functions for this position will be addressed during the interview process. If you would like to discuss any accommodations you might need, please email eeo@whoi.edu
WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email eeo@whoi.edu for assistance.
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