Sr. Administrative Assistant - Development Events

Job ID
2022-1660
Category
Administrative
Type
regular
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution is currently searching for a Sr. Administrative Assistant to join the Advancement department. This is a regular, full-time, non-exempt position and is eligible for full benefits.   This position will provide day-to-day administrative support for the Development Events team. Reporting to the Director of Events & Donor Engagement, the Sr. Administrative Assistant needs to be able to manage multiple projects on deadline as the team plans and implements 50+ events each year. The Sr. Administrative Assistant should want to be a valuable contributor on high-performing team and also be able to work independently to accomplish tasks.

 

The internal working title for this position is Sr. Administrative Assistant II and the final level will be determined commensurate with the successful candidate's skills and experience.

Essential Functions

  • Responsible for all event data in the Raiser’s Edge database. This includes data entry and reporting following established practices and procedures to ensure data integrity.
  • Provide general Development support including (but not limited to) data entry, documentation and expense reports.

  • Assist in the careful monitoring of budgets and process expenses in a timely manner. Complete internal documentation to process invoices.
  • Help identify potential vendors, including possible event venues, and monitor project timelines and fulfillment of vendor deliverables.
  • Track speaker placement in events and report as needed.
  • Prepare monthly events reporting and offer suggestions for improving this process.
  • Request and track information for special tour programs and exhibit-style displays at events.
  • Utilize event software and tools (Splash, Engaging Networks) to support the team by populating event content (event descriptions, invitations, speaker bios, headshots, etc.).
  • Assist in proofreading event-related materials.
  • Assist with the preparation of event attendee bios.
  • Coordinate team meetings, schedule additional meetings as needed and prepare minutes.
  • Support event invitation process and track/log RSVPs into data systems.
  • Coordinate event registration with internal stakeholders and make registration site updates as needed.
  • Responsible for the coordination of and details related to event packages and shipments (assembling, tracking, and collection of event materials).
  • Provide event-related support for VIPs, senior staff, speakers and others as needed.
  • Other duties as directed by the Director of Events & Donor Engagement.

Education & Experience

  • High school diploma required. Four year degree preferred.
  • Experience working in an office.
  • Database experience required. Experience with event planning software is a plus.
  • Understanding of events planning and/or non-profit development preferred.
  • Experience with Microsoft Office suite products.
  • Strong oral and written communication skills.
  • Adept at technology and displays an interest in learning additional programs.
  • Experience with Zoom (or similar virtual meeting/event tool) and has the ability to assist staff members and attendees.
  • Ability to demonstrate good judgement and have a high attention to detail related to record keeping, data entry and other administrative components of the role.
  • Must have customer service orientation and an ability to navigate interpersonal relationships with colleagues, donors and event attendees.
  • Must be able to work under pressure independently as well as a team member.
  • Must be able to multi-task while maintaining accuracy with details.

Special Requirements

  • Provide on-site event assistance for on campus events and meetings.
  • Occasional travel to off campus sites to assist with event set-up and implementation.
  • Occasional evening and weekend work will be required.
  • WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason. 

Physical Requirements

Mostly stationary work at desk. Some lifting and moving as related to event supplies and packages.

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