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Senior Administrative Assistant II
Woods Hole Oceanographic Institute
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Woods Hole, Falmouth, MA, USA
USD 30-35 / hour
Posted on Nov 25, 2025
Job Summary
At the Woods Hole Oceanographic Institution (WHOI), our mission is to understand the ocean for our planet and our future. Some of the world’s most talented ocean scientists and engineers work here, pushing the boundaries of knowledge to uncover the ocean’s profound influence on our planet and our lives.If you want to support the people who go to impossible places to do impossible things, you can help make a difference.
Please submit your resume along with a cover letter that highlights your interest in this position and explains how your experience aligns with the role and the mission of WHOI.
Job Description
The Development Office is seeking an organized, proactive, team-oriented, and resourceful administrative professional to join our fundraising team as a Senior Administrative Assistant II. Reporting to the Senior Director of Advancement Operations and Stewardship, this position provides critical support to the major and principal gift fundraisers by anticipating needs, prioritizing tasks, and initiating projects that advance fundraising goals. The successful candidate will gain an understanding of fundraising processes and best practices, maintain and update donor records in the Raiser’s Edge database, and generate analytical reports and mailing lists. As a key cross-functional collaborator within the Development team, the ability to communicate effectively with Trustees, Members of the Corporation, major donors, and external partners is essential.
This role also assists fundraisers in developing solicitation strategies and collaborates closely with Advancement Services colleagues to implement efficient processes that strengthen the Development team’s work overall.
ESSENTIAL FUNCTIONS AND DUTIES
- Develops working knowledge of fundraising objectives and donor strategies; reflects this in donor relationships and interactions.
- Creates and updates donor records in the Raiser’s Edge database on a timely basis and manages data import/export tasks along with the creation of queries, exports and reports on an ad hoc and regularly scheduled basis.
- Assists in proposal preparation and prepares budgets and standardized documentation.
- Drafts correspondence, reports and memos for the fundraisers.
- Helps plan and organize staff appointments, meetings and travel, which includes preparation of background materials on donor prospects.
- Participates in regular staff meetings.
- Tracks Moves Management data in Raiser’s Edge database and run regularly scheduled moves reports.
- Shares responsibility for general Development Office phone line and email address.
- Develops system for tracking planned giving donations and intentions and provides regular status reports.
- Performs basic research tasks related to donors and potential donors. Creates bios based on this research and updates the database as needed.
- Reviews Development Office correspondence to extract relevant donor information and enters into the database.
- Assists fundraisers with the monitoring of budgets, submission of expense reports, creation of purchase orders and general vendor interactions.
- Handles and maintains confidential materials, some of a complex nature.
- Maintains, organizes and prioritizes multiple office tasks.
- Performs other duties as deemed necessary to serve the Development Office and/or the Institution's needs
REQUIRED SKILLS AND EXPERIENCE
- HS Diploma or GED
- 2+ years of administrative or office operations experience
- Proficiency in MS Office Suite
- Strong customer service acumen; exceptional communication skills
- Experience in data analysis and reporting
PREFERRED SKILLS AND EXPERIENCE
- Bachelor's degree in Business Management or related field
- 5+ years of administrative/operations experience that includes budget oversight
- Experience managing CRM databases; Raiser's Edge strongly preferred
Additional Job Requirements
Travel: less than 15%
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This is a full-time, regular, benefits-eligible position that will operate in a hybrid schedule (3 days/week onsite).
Salary Range: $30-35/hr
The salary range provided for this position reflects the expected minimum and maximum base pay for new hires. Actual compensation will be determined based on factors such as relevant skills, experience, and qualifications, as well as internal equity and market conditions. In addition to base salary, eligible employees also receive a comprehensive benefits package.
WHOI accepts applications on a rolling basis - applications will be reviewed as they are received, and we encourage you to submit your application as soon as possible to ensure full consideration. While we will continue to review applications until the position is filled, and early applicants may have an advantage in the selection process.
EEO Statement
Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.