Senior Administrative Assistant I/II

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution (WHOI) is looking for a Senior Administrative Assistant I/II position, which will report into the Director for Research Strategies and Innovation to manage the activities associated with the Innovation and Entrepreneurship Team. The internal working title for this position could be Mentorship Coordinator.  The level of the position will be determined and commensurate with the selected candidate's level of education & experience. This is currently a temporary position with the possibility of becoming a regular position, and is full-time, non-exempt, and eligible for limited benefits.  A significant component of this work will require an on-campus presence.

Essential Functions

  • Work directly with the Director for Research Strategies and Innovation and the Entrepreneurship Team, and others to manage meetings, appointments, travel schedules, and other logistical details as needed to organize and arrange complex travel and accommodations for visitors from industry and elsewhere.
  • Assist with planning and management of Innovation and Entrepeneurship events, including organizing of locations and facilities, publicity, and hosting of visitors.
  • Provide liaison support for the Director and Team members with each other, OTT, and other WHOI departments.
  • Maintain a mentor – mentee database, and be responsible for updates to the database including progress steps and actions taken.
  • Help organize Hackathons both inside and outside of WHOI.
  • Assist in instigation of a business club with Fortune 500 companies interested in WHOI technology.
  • Make sure that the concepts of innovation and entrepreneurship are well regarded among the WHOI staff.
  • Originate and approve, as necessary, purchase requisitions, travel authorizations, parking passes, food requests.
  • Manage the calendar, travel, expense reimbursements for the Director and other team members.
  • Gather, assemble information and data from a wide variety of sources in response to the initiatives of the team. 

Non-Essential Functions

Performs other duties as assigned

Education & Experience

  • Associates degree required. Bachelor's degree preferred. 
  • Demonstrated organizational / project management and interpersonal, written skills required.
  • Attention to detail and timeliness required.
  • Must have proven ability to exercise discretion, good judgment, and take initiative.
  • Ability to work independently and pro-actively without direct supervision.

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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