Sr. Administrative Assistant I/II - President / Director

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution (WHOI) is looking for a Senior Administrative Assistant to join the Administration Department reporting to the Executive Assistant to the President and Director. As a team member, interacts effectively with a diverse population to achieve both short and long term goals. This is a regular, full-time, non-exempt position, and is eligible for benefits.


This position has direct responsibility for day-to-day high-level administrative support to the President & Director and others assigned. The incumbent is responsible for a wide range of day-to-day organizational and operational support to the President & Director and others as assigned. This is a highly visible position responsible for confidential tasks, often necessitating handling of sensitive information. The position requires a broad range of skills and the ability to exercise high degree of judgement, initiative, discretion, and independence.


The internal working title for this position could be either Senior Administrative Assistant I or Senior Administrative Assistant II.  The level of the position will be determined and commensurate with the selected candidate's level of education & experience. 

Essential Functions

  • Work directly with the Executive Assistant in managing the President & Director’s and others as assigned calendar, travel, reimbursements, office supplies; arrange meetings, appointments, travel schedules, and manage logistical details.
  • Review, answer and route, as appropriate, all incoming correspondence addressed to the President & Director.
  • Coordinate and arrange complex travel and accommodations for visitors from funding agencies, other institutions, corporations, government officials, and representatives from other countries.
  • Communicate effectively and frequently with a variety of constituencies, including WHOI Vice Presidents, science Department Chairs, science Department Administrators, and senior managers.
  • Interpret and apply administrative procedures; take initiative and make timely and informed decisions and recommendations related to administrative issues in the President’s Office.
  • Provide general administrative support and implements policies and procedures for production of documents, workflow, filing, ordering of supplies and equipment, and records maintenance.
  • Handle and maintain sensitive files, including financial and personnel files and classified materials for which knowledge of security procedures is required.
  • Assist with planning and managing special functions and events for the President & Director.
  • Originate and approve, as necessary, purchase requisitions, travel authorizations and vouchers, and request for payment, and reconcile the corporate credit card accounts of the President & Director.
  • Manage the calendar, travel, Expense Reimbursements for the CDEIO
  • Gather, assemble, information and data from a wide variety of sources in response to the initiatives of the President & Director.

Education & Experience

  • Demonstrated interpersonal, written and organizational skills is required
  • Attention to detail is required
  • Must have proven ability to exercise discretion, good judgment, and take initiative
  • Knowledge of budget preparation, grants management and proposal preparation is desired

Senior Administrative Assistant I:

  • Two or four year college degree
  • A minimum of 2 years of relevant work experience

Senior Administrative Assistant II:

  • Two or four year college degree
  • A minimum of 4 years of relevant work experience, preferably in a scientific environment, or equivalent combination of education and experience.


Physical Requirements

Physical duties for this position include the ability to lift less than 25 lbs and carry up to 10 lbs. Near vision is required as well as being able to work around and with others; as well as working alone while being able to hear and talk. This position is mostly sedentary in nature, requires occasional standing, walking, use of hands for basic/fine grasping/manipulating. All are welcome to apply!


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