|
Executive Assistant to the Executive Vice President |
| |
| Position: |
Executive Assistant to the Executive Vice President |
| Date: |
08/05 |
| Position
Code: |
2565 |
| EEO
Code: |
102 |
Job Summary
Reporting to the Executive Vice President is responsible for the day-to-day management of the office.
Major Duties
- Responsible for the day-to-day administration of the Office of the Executive Vice President.
- Maintains
master calendar of activities and events for the Executive Vice
President. Arranges meetings, appointments, travel arrangements, and
details related to special events; prepares and reconciles
reimbursements and VISA account.
- Reviews, answers, and routes, as appropriate, all incoming mail (voice, paper, and electronic).
- Serves
as authoritative source for appointments and promotions procedures, as
well as other Institution policies that fall under the purview of the
Office of the Executive Vice President.
- Prepares and submits the WHOI/USGS Cooperative Proposal.
- Participates
directly in the development of goals and objectives. Creates and
communicates the policies, procedures, and systems necessary to obtain
objectives.
- Provides
sound executive counsel on Institution issues to the Executive Vice
President, Department Chairs, and others and maintains complete
confidentiality.
- Assists the Executive Vice President with establishing priorities and accomplishing a variety of tasks.
- Represents
the Executive Vice President in communications within the institution
and externally especially on issues of a non-scientific nature.
- Maintains files and databases with historical data on a variety of topics and assists with graphical presentations.
- Organizes
and facilitates committees and task forces to accomplish specific
short- or long-term projects for the Executive Vice President.
- Responsible for budgeting and monitoring office overhead and discretionary budgets.
- Coordinates the annual Directorate/Chairs Retreat.
- Coordinates
the activities of the Technical Staff Evaluation Council (TSEC);
schedules meetings, reviews promotion files for accuracy and records
and prepares minutes.
- Coordinates
the activities of the Appointments and Promotion Council (APC); reviews
promotion and appointment files for accuracy and prepares minutes and
memos for the Executive Committee.
- Prepares
agendas and coordinates all logistics and facilitates for various
meetings including the ONR Omni Site Review, the Naval Command College
annual visit, and other visits by important guests.
- Performs other duties as the supervisor may, from time to time, deem necessary.
Desired Education/Experience for Hiring
Bachelor's degree
with at least 8 years of office administrative experience, preferable
in a research/education field or an equivalent combination of
education/experience. Demonstrated interpersonal, written and
organizational skills, along with a demonstrated knowledge of computer
processing and modern computer administrative techniques required,
especially in Microsoft Office applications - Word, Excel, and
PowerPoint. Proven ability to work independently and under pressure
required.
Last updated: February 25, 2013 |
