Reporting to the President and Director, has overall responsibility for Corporation and Board of Trustee relationships. Participates in the development and execution of short and long-term goals and strategies of Board relations.  Responsible for Board committee staffing, support, and guidance. As Secretary of the Board, is responsible for the upkeep of the Board and Corporation’s legal and official records, as well as the management, planning, coordination and execution of business meetings and other related committee meetings and activities of the Institution’s Board of Trustees and Corporation.  Working with the Director of Communications, serves as a prime liaison effecting proper communications and functioning between the Board and its committees and the Institution.

Provides executive support, overseeing and streamlining the flow and exchange of information and interactions with senior management, staff, and other members of the internal and external community.

Board Relations

• Responsible for the stewardship of the Corporation and Board of Trustees.  Serves as a main resource and key liaison between the Corporation/Board of Trustees and senior administration.  This includes managing, planning and coordinating all major business meetings of the Board and Corporation, and other related committee and non-committee activities/meetings.  Suggests additional activities that further the Board involvement in Institutional advancement activities.
• Serves as Secretary of the Board, responsible for the upkeep of legal and official records for the Board and Corporation and such other duties as may be assigned by the Board.
• Develops methods for engaging Board and Corporation members in Institution science and activities.
• Prepares agendas for business meetings in conjunction with Institution leadership and committee chairpersons.
• Creates and/or maintains the official documents for the Corporation and the Board, such as true records of meeting attendance, accurate membership lists, up-to-date Bylaws and amendments, and insures legal notice of business meetings as provided in the Bylaws.
• Manages and oversees the production of consistent, accurate, visually appealing informational materials, such as the Board of Trustees and Corporations Handbook and other informational and management materials necessary for Board committees, such as the Clerk’s Report for the Nominating Committee and other business materials. Manages content on a dedicated, access-controlled Board and Corporation web site.

Executive Support

• Provides high level support to the President and Director on a wide range of assignments associated with complex problems of a highly confidential and sensitive nature.  Anticipates needs and ensures completion of all follow-up actions.
• Manages all activities associated with the resolution of escalated issues which have reached the highest management level.  Utilizes a high degree of discretion to resolve escalated issues.  Exercises judgment and independent initiative in bringing information or issues to the attention of the President and Director and other senior staff and follows through on implementation of decisions.
• Ensures that the President and Director is prepared daily and in possession of materials and information required for meetings, conferences and other scheduled events.  Drafts talking points and provides necessary background and briefing materials for the President and Director.  Prepares, assembles, and analyzes background information and material or special reports.  Manages stewardship activities, including calls, visits, and correspondence.
• Contributes to the development and operation of programs to support efforts of the President and Director including Trustee events, special events for employees, and development-related events.  Provides support for the President and Director’s efforts in community outreach and internal/external relations.
• Maintains knowledge on a variety of Institution issues and is able to state management position on such issues.  Exercises considerable judgment with the responsibility for analyzing policy issues, identifying Institution-wide impacts and coordinating responses to senior management on strategies and alternatives for dealing with the issues.  Solicits feedback, drafts, and coordinates official responses. 
• Establishes and nurtures highly effective relationships with employees and stakeholders that support and advance Institution goals and objectives.  Works to remove barriers that hamper inter- and intra-department communications.  Coordinates and monitors assignments which must be accomplished in conjunction with other key staff.  Identifies, anticipates, and independently resolves problems whenever possible.  Composes correspondence dealing with issues and subject matter demonstrating considerable sensitivity, discretion, judgment, or negotiation in replying to inquiries, and/or presenting and requesting information.
• Serves as work coordinator for the administrative support staff of the office of the President and Director and Board Relations.  Directs workflow and manages workload by effectively managing personnel, space, equipment, materials and time.  Recommends changes or improvements, communicates changes to all affected personnel, and redistributes duties and responsibilities as required.
• Works with administrative support to manage schedules and oversee working files and operating budgets.  Assists in the selection and training of new support staff and provides guidance on performance standards.
• Performs other duties as the supervisor may deem necessary.

Bachelor’s degree (master’s degree preferred) with 7-10 years of experience and proven ability to function at the highest administrative level and represent the Institution’s best interest at all times.  Good organizational skills with facility for managing many projects simultaneously.  Ability to work independently, organize and establish job priorities to meet deadlines.  Ability to make decisions and anticipate the needs of the President and Director.  Demonstrated ability to use discretion, exercise good judgment and tact, and maintain strict confidentiality.  Understanding of, and appreciation for, WHOI’s special scientific mission and capacity to project that mission and the value of scientific research to those unfamiliar with the Institution.  This key position linking the Board of Trustees and Corporation to the Institution administration and scientists requires the ability to communicate both orally and in writing in compelling ways.  Demonstrated ability to interact diplomatically and in a positive manner with members of the Institution, Board, Corporation, and external community.  Outgoing, gregarious with exceptional interpersonal and writing skills required.  Ability to interact and influence at the most senior levels of the Institution and to work collaboratively across functions, levels, and departments toward shared objectives.  Ability to provide leadership that motivates and promotes team building and creates a positive working environment.  Requires knowledge of Institution priorities, policies and practices; Institution’s organization and structure; Institution’s governance, research and education programs.  Complexity of work is widely varied, involving analyzing and evaluating many complex and significant variables.  Policies, procedures, or precedents may be developed and/or recommended.  Analyzes information and makes decisions quickly.