Executive Assistant to the Vice President of Advancement and Chief Marketing Officer

Woods Hole Oceanographic Institute

Woods Hole Oceanographic Institute

Administration, Marketing & Communications
Massachusetts, USA
Posted on Tuesday, April 16, 2024

Executive Assistant to the Vice President of Advancement and Chief Marketing Officer

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

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.

Essential Functions and Responsibilities

  • Provide efficient and practical calendar management for the VP ADVANCEMENT-CMO.
  • Prioritize multiple inquiries and requests while troubleshooting and diminishing scheduling conflicts and unmanageable calendars; make judgements and recommendations to ensure seamless day-to-day engagements.
  • Keep the executive well informed of upcoming commitments and responsibilities as well as required follow-ups; anticipate needs in advance, presentations, conferences, etc.
  • Work cross functionally to organize calendars, complex activities, travel, conferences and other activities.
  • Demonstrate willingness and ability to learn new skills and take on responsibilities in unfamiliar areas.
  • Assist the VP of Advancement in managing complex short—and long-term initiatives related to communications, fundraising, marketing, and the Institution’s ongoing capital campaign.
  • Compose and proofread correspondence, such as donor acknowledgements, and otherwise assist with quality control in office communications and processes.
  • Conduct occasional research and fact-finding projects and fact-check the work of others.
  • Coordinate and manage calendar, travel, and reimbursements
  • Arrange meetings, appointments, and travel schedules and manage logistical details.
  • Serve as part of a larger administrative team within the fundraising operation, pitching in to help colleagues when possible.
  • Maintain and apply administrative procedures; take initiative and make timely and informed decisions and recommendations related to administrative issues.
  • Provide general administrative support and implement policies and procedures for document production, workflows, filings, supply and equipment ordering, and record maintenance.
  • Handle and maintain sensitive files, including financial and personnel files and classified materials for which knowledge of security procedures is required.
  • Coordinate and arrange travel and accommodations for visitors from funders, other institutions, corporations, government officials, and representatives from other countries, as well as final candidates traveling in for onsite interviews.
  • Communicate effectively and frequently with various constituencies, including WHOI’s Executive Team, Science Department Chairs, Science Department Administrators, Trustees, and high-level donors.
  • Assist with planning and executing special functions and events, including donor events, internal workshops, feedback sessions, etc.
  • Prepares and coordinates meeting resources, background materials, and reports as needed.
  • Ensure minutes for certain Board committees and other high-stakes meetings are prepared promptly.
  • Originate and approve, as necessary, purchase requisitions, travel authorizations and vouchers, and payment requests, and reconcile the corporate credit card accounts.
  • Prepare and submit travel reimbursement and invoices for payment.
  • Budget tracking and pulling budget reports
  • Support the VP Advancement-CMO with data analytics as needed by building and pulling reports from multiple systems.
  • Support coding and reconciliation of invoices across the People Ops Department.
  • Other duties as assigned.

Education & Experience

  • Bachelor’s degree desired
  • 5+ years’ experience supporting the Executive level
  • Advanced or expert proficiency with MS Word, Excel, Outlook, PowerPoint
  • At least intermediate proficiency with OneDrive, SharePoint , and Google Drive
  • Excellent written and verbal communication skills, including proofreading skills
  • Ability to work with and effectively on multiple projects
  • Excellent time management skills
  • Previous experience working in a highly confidential environment

Work environment*

  • Home office

Special Requirements

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.

  • US Citizenship required

Physical Requirements

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


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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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