Executive Assistant to the Vice President of Advancement and Chief Marketing Officer
Woods Hole Oceanographic Institution
- Woods Hole, MA
- Permanent
- Full-time
- Provide efficient and practical calendar management for the VP ADVANCEMENT-CMO.
- Prioritize multiple inquiries and requests while troubleshooting and diminishing scheduling conflicts and unmanageable calendars; make judgements and recommendations to ensure seamless day-to-day engagements.
- Keep the executive well informed of upcoming commitments and responsibilities as well as required follow-ups; anticipate needs in advance, presentations, conferences, etc.
- Work cross functionally to organize calendars, complex activities, travel, conferences and other activities.
- Demonstrate willingness and ability to learn new skills and take on responsibilities in unfamiliar areas.
- Assist the VP of Advancement in managing complex short—and long-term initiatives related to communications, fundraising, marketing, and the Institution’s ongoing capital campaign.
- Compose and proofread correspondence, such as donor acknowledgements, and otherwise assist with quality control in office communications and processes.
- Conduct occasional research and fact-finding projects and fact-check the work of others.
- Coordinate and manage calendar, travel, and reimbursements
- Arrange meetings, appointments, and travel schedules and manage logistical details.
- Serve as part of a larger administrative team within the fundraising operation, pitching in to help colleagues when possible.
- Maintain and apply administrative procedures; take initiative and make timely and informed decisions and recommendations related to administrative issues.
- Provide general administrative support and implement policies and procedures for document production, workflows, filings, supply and equipment ordering, and record maintenance.
- Handle and maintain sensitive files, including financial and personnel files and classified materials for which knowledge of security procedures is required.
- Coordinate and arrange travel and accommodations for visitors from funders, other institutions, corporations, government officials, and representatives from other countries, as well as final candidates traveling in for onsite interviews.
- Communicate effectively and frequently with various constituencies, including WHOI’s Executive Team, Science Department Chairs, Science Department Administrators, Trustees, and high-level donors.
- Assist with planning and executing special functions and events, including donor events, internal workshops, feedback sessions, etc.
- Prepares and coordinates meeting resources, background materials, and reports as needed.
- Ensure minutes for certain Board committees and other high-stakes meetings are prepared promptly.
- Originate and approve, as necessary, purchase requisitions, travel authorizations and vouchers, and payment requests, and reconcile the corporate credit card accounts.
- Prepare and submit travel reimbursement and invoices for payment.
- Budget tracking and pulling budget reports
- Support the VP Advancement-CMO with data analytics as needed by building and pulling reports from multiple systems.
- Support coding and reconciliation of invoices across the People Ops Department.
- Other duties as assigned.
- Bachelor’s degree desired
- 5+ years’ experience supporting the Executive level
- Advanced or expert proficiency with MS Word, Excel, Outlook, PowerPoint
- At least intermediate proficiency with OneDrive, SharePoint , and Google Drive
- Excellent written and verbal communication skills, including proofreading skills
- Ability to work with and effectively on multiple projects
- Excellent time management skills
- Previous experience working in a highly confidential environment
- Home office
- US Citizenship required