Executive Assistant to the Executive Vice President
|| Executive Assistant to the Executive Vice President
Reporting to the Executive Vice President is responsible for the day-to-day management of the office.
- Responsible for the day-to-day administration of the Office of the Executive Vice President.
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).
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.
directly in the development of goals and objectives. Creates and
communicates the policies, procedures, and systems necessary to obtain
sound executive counsel on Institution issues to the Executive Vice
President, Department Chairs, and others and maintains complete
- Assists the Executive Vice President with establishing priorities and accomplishing a variety of tasks.
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.
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.
the activities of the Technical Staff Evaluation Council (TSEC);
schedules meetings, reviews promotion files for accuracy and records
and prepares minutes.
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.
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
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
Last updated: February 25, 2013