• Executive Assistant

    Job ID
    2019-1207
    Category
    Administrative
    Type
    regular
  • Job Summary

    Woods Hole Oceanographic Institution is currently searching for an Executive Assistant to the Vice President of Marine Operations to join the Marine Facilities & Operations Department. This is a regular, full-time, exempt position, and is eligible for benefits.

     

    Reporting to the Vice President of Marine Facilities and Operations, this position has direct responsibility for carrying out administrative and technical duties of the office. This is a highly visible position, which requires a broad range of skills (technical, computer, writing, interpersonal) and the exercising of considerable judgment, initiative, discretion and independence. Represents the Vice President and other Marine Operation Administrators in their absence.

    Essential Functions

     

    • Responsible for the day-to-day administration of the Office of the Vice President of Marine Facilities and Operations (in coordination with Senior Administration) to manage calendar activities for Vice President and office staff, meeting arrangements and appointments, agendas, travel schedules and details related to special events.
    • Coordinates/arranges complex travel/accommodations for the Vice President of Marine Operations.
    • Organizes accommodations and related logistics for visitors from funding agencies, other institutions, other sponsors, Washington contacts and representatives from other countries.
    • Prepares multimedia presentations for Staff Council, Trustees, UNOLS committees, internal and external committees, Federal Agencies, Washington contacts, sponsors and other visitors
    • Conceives and coordinates the development of web pages, brochures, pamphlets, posters, newsletters and presentation materials using various software programs, scanner, etc.
    • Assists with proposal preparation, coordinates proposal structure and produces necessary documentation; tracks elements needed and prepares for completion and submission of ship-related proposals to the federal agencies.
    • Communicates regularly with managers within department, Senior Administration, Staff Council, WHOI Science Departments and WHOI committees on behalf of the Vice President of Marine Facilities and Operations.
    • On behalf of the Vice President of Marine Facilities and Operations, serves as liaison with Trustees/Corporation Members, Federal Agencies, other agencies or corporation, and internal or external committees.
    • Assists the Vice President of Marine Facilities and Operations with long-range strategic planning for Institution's marine infrastructure planning and UNOLS academic fleet.
    • Gathers, assembles and analyzes information and data from a wide variety of sources in conjunction with initiatives set forth by the Vice President of Marine Facilities and Operations; assists in the preparation of reports to ensure timely and accurate information.
    • Works closely with administrators regarding general management issues, policies and procedures within Marine Operations to ensure overall effective operations of the group.
    • Provides support in crisis situations (e.g. legal issues), communicating with outside counsel, etc., as necessary.
    • Reviews and makes recommendations for new technologies to assist in the initiatives of the Marine Operations group.
    • Mentors Administrative Professionals and new Marine Ops department managers.
    • Handles and maintains confidential and sensitive materials including financial and personnel records/files; maintains budgetary records, grant/contract documentation, publication and reports.
    • In coordination with the Director and President's Office and the Development Office, assists in the logistical planning for VIP visits/cruises/dives.
    • Acts as point-of-contact between the Vice President of Marine Operations and federal agencies. Initiates and drafts correspondence to Congressmen, federal agencies, trustees, sponsors and so forth.
    • Prepares cruise letters and assembles post-cruise assessments for Captains and Chief Scientists for appropriate distribution.
    • Assists with retrieving and reviewing financial/budget records.
    • Creates and prepares minutes for meetings involving Marine Operations.
    • Originates purchase requisitions, shop services requests, travel authorizations, vouchers and other documents; performs other operational functions as needed i.e. copying, filing, etc.
    • Ability to work occasional extended hours to meet deadlines and coordinate special events.
    • Ensures office maintains professional appearance.

     

    NON-ESSENTIAL FUNCTIONS:

     

    • As deemed necessary by supervisor

    Education & Experience

     

    • Bachelor's degree is required.
    • Minimum of five years of office administrative experience, preferably in the research/education environment is required.
    • Computer literacy must include: MS Office - Outlook, Word, Excel, and PowerPoint; experience with Photoshop, Adobe Acrobat and AutoCAD a plus.
    • Must be a self-starter with the capability to be self-directed and work well independently.
    • Demonstration of excellent attention to detail, along with strong written, organizational and problem-solving skills is essential.
    • Must possess the versatility that is needed to work effectively with a diverse group of managers both within the Marine Operations Department and throughout WHOI, a wide range of issues and under pressure.
    • Other desired traits include: the ability to strive in a fast-paced environment, strong work ethic, assertiveness and creativity.

     

    Physical Requirements

    Physical duties for this position include but are not limited to working around and with others as well as working alone. Other physical tasks include occasional repetitive motion. This position is mostly sedentary, but will include the need to work prolonged work hours, and attend events. Physical duties are subject to change.

     

     

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