Executive Assistant To The Cpo And Cdeio

Job Summary

The Woods Hole Oceanographic Institution is seeking an Executive Assistant to the Chief People Officer and the Chief Diversity, Equity and Inclusion Officer. This position has direct responsibility for day-to-day high-level administrative support to the Chief People Officer and the Chief Diversity, Equity, and Inclusion Officer. The incumbent is responsible for a wide range of day-to-day organizational and operational support. 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 a high degree of judgement, initiative, discretion, and independence. This is a full-time, exempt position and is eligible for full benefits. The work arrangement for this position can either be hybrid or fully remote, with the expectation of travelling on-site quarterly and when needed for special events. The annual salary range for this position is $78,000 to $90,000, which is based on experience and qualifications.

Essential Functions

• Schedules and manages board and committee meetings and assists with calls and other board-related logistics; prepares and coordinates meeting resources, background materials, and reports as needed.
• Provides general administrative support and implements policies and procedures for the production of documents, workflows, filings, ordering of supplies and equipment, and records maintenance.
• Handles and maintains sensitive files, including financial and personnel files and classified materials for which knowledge of security procedures is required.
• Communicates effectively and frequently with a variety of constituencies, including WHOI Vice Presidents, Science Department Chairs, Science Department Administrators, and senior managers.
• Assists with planning and managing special functions and events including trainings and speaker series.
• Supports the CPO and CDEIO with data analytics as needed by building and pulling reports from multiple systems.
• Interprets and applies administrative procedures; takes initiative and make timely and informed decisions and recommendations related to administrative issues.
• Ensures minutes for all Board of Trustees meetings and committee meetings are prepared in a timely manner.
• Manages calendar, travel, reimbursements, office supplies; arrange meetings, appointments, travel schedules, and manage logistical details.
• Coordinates and arranges complex travel and accommodations for visitors from funding agencies, other institutions, corporations, government officials, and representatives from other countries, as well as final candidates traveling in for onsite interviews.
• Supports coding and reconciliation of invoices across the People Ops Department.
• Originates and approves, as necessary, purchase requisitions, travel authorizations and vouchers, and requests for payment, and reconciles the corporate credit card accounts.

Non-Essential Functions

Performs other duties as deemed necessary.

Education & Experience

Bachelor's degree preferred.

At least 5 years of increasingly responsible related experience, preferably in a scientific environment or human resources capacity, or equivalent combination of education and experience.

proven ability to work independently and under pressure. Superior communications and computer skills are essential. Demonstrated ability to work collaboratively on specific assignments. Ability to work on multiple projects, under pressure on competing responsibilities with resilience, discretion, and diplomacy. Ability to develop creative solutions; demonstrated computer proficiency (word processing, excel, databases) required.

Physical Requirements

This position is mostly sedentary in nature and involves some repetitive motion such as with data entry. There is also the occasional need for retrieving and replacing files that requires some bending, stooping, pushing and pulling. This position will work alone as well as around and with others. Physical duties are subject to change.