Executive Assistant to the Chief People Officer and Chief Diversity, Equity & Inclusion Officer

Job Summary

Woods Hole Oceanographic Institution is seeking an Executive Assistant to the Chief People Officer and Chief Diversity, Equity & Inclusion Officer. 

The Executive Assistant will provide direct, high-level administrative support to two executive leaders (CPO & CDEIO), overseeing various organizational and operational tasks daily. This pivotal role involves aiding the executives in scheduling, email management, phone correspondence, document organization, record maintenance, meeting note-taking, and other administrative duties crucial to their effectiveness.

We seek an individual capable of prioritization, proactive anticipation of needs, critical thinking, and solution-oriented approaches within a dynamic setting. The role encompasses diverse administrative responsibilities, including managing busy calendars, supporting special projects, creating complex documents and presentations, facilitating information for meetings with both internal and external stakeholders, drafting correspondence, managing contact lists, coordinating travel arrangements, and preparing expense reports.

This position is highly visible, involving confidential matters and the handling of sensitive information. It requires a broad skill set and the ability to exercise judgment, initiative, discretion, and independence. This is a full-time, exempt position with comprehensive benefits. Work arrangements may include hybrid or fully remote options, with occasional on-site presence required for quarterly meetings and special events.

Essential Functions

• Provide efficient and practical calendar management for the CPO, and CDEIO. Prioritize multiple inquires and requests while trouble shooting and diminishing scheduling conflicts and unmanageable calendars; make judgements and recommendations to ensure seamless day-to-day engagements.
• Keep the Leaders well informed of upcoming commitment and responsibilities and required follow-ups; anticipate needs in advance, presentations, conferences, etc.
• Work cross functionally to organize calendars, complex activities, travel, conferences and other activities.
• Demonstrate confidentiality, credibility and trust.
• May compose general correspondence and follow up on behalf of leader.
• Coordinate and manage calendar, travel, and reimbursements.
• Arrange meetings, appointments, and travel schedules and manage logistical details.
• Interprets and applies administrative procedures; takes initiative and makes timely and informed decisions and recommendations related to administrative issues.
• 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.
• Coordinates and arranges 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.
• Communicates effectively and frequently with a variety of constituencies, including WHOI Executive Team, Science Department Chairs, Science Department Administrators, and senior managers.
• Assists with planning and managing special functions and events including trainings and speaker series.
• 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.
• Ensures minutes for all Board of Trustees meetings and committee meetings are prepared promptly.
• Originates and approves, as necessary, purchase requisitions, travel authorizations and vouchers, and payment requests, and reconciles the corporate credit card accounts.
• Create and format presentations.
• Prepare and submit travel reimbursement and invoices for payment.
• Budget tracking and pulling budget reports.
• Supports the CPO and CDEIO with data analytics as needed by building and pulling reports from multiple systems.
• Supports coding and reconciliation of invoices across the People Ops Department.

Education & Experience

• 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
• Ability to work with and effectively on multiple projects
• Excellent time management skills
• Previous experience working in a highly confidential environment
• 10% travel required
• US citizenship required

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Physical Requirements

Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs independently. Other physical tasks are mostly sedentary; use of hands for basic/fine grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, with others, and independently. Physical duties are subject to change.