Administrative Assistant, Executive Office (Nov. 15)

2019-10-23T10:52:21+00:00 October 23, 2019|

POSITION SUMMARY

Provides administrative support to the Executive Office and Board of Trustees. Responsibilities include serving as first point of contact with COL visitors and callers, managing CEO’s calendar, and scheduling board meetings and calls. Handles logistics for meetings, prepares materials, orders supplies, and maintains records. Coordinates Board and member related activities, including scheduling of visits to Member institutions. Assists Executive Office Manager with overall facility-related services and activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Answers calls to the Executive Office and Ocean Leadership’s main line phone. Checks messages and routes or responds to calls appropriately. Greets visitors and assists as appropriate.

Manages the President & CEO’s calendar and schedules appointments, as requested. Administers, on behalf of the President, various administrative tasks, including travel and timesheet approvals for employees. Assists with scheduling CEO travel to visit Member institutions nationwide.

Prepares the President & CEO’s expense reports and reimbursements, as appropriate.

Performs complex and confidential administrative functions including developing and preparing written correspondence, reports and other documents. Responds to routine external correspondence independently. Types memos, purchase requisitions, payment requests and other department forms and documents.

Responsible for ordering office supplies and monitoring usage and ensuring supplies are stocked in common areas. Handles mailing room functions, including postage machine operation and mail retrieval from COL’s central mailbox.

Coordinates work of the Board of Trustees. Schedules meetings and conference calls of the Board and Members. Helps prepare meeting materials, including invitation and registration lists, communications and other logistics for such meetings, as well as the Industry Forum and other related meetings. Coordinates with the Travel and Meetings Specialist for participant travel logistics. Helps coordinate and compile the agenda book, nametags, and other materials.

Compiles board meeting minutes. Assists Executive Office and Board with record keeping, including updates to the Membership Directory, board list, and website, as well as official corporate documents.

Assists with follow up to Members on basic member issues and other matters as requested.

Maintains materials and helps assemble COL information packets to be provided to potential Members and other stakeholders.

Works with staff, CEO, and Executive Office manager to coordinate and execute, when necessary, meeting room-set up for conference rooms with internal and external groups. Assists with all meeting logistics as needed. Manages COL calendar for conference rooms.

Performs other duties as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILLS REQUIRED

 Two to three years of experience working in an office environment. Some college education preferred.
 Experience working for senior management desired.
 Must have demonstrated intermediate to advanced skills in Microsoft Word and Outlook.
 Excellent organizational skills with the ability to take direction from several sources and change priorities effectively.
 Excellent written and oral communication skills and strong attention to detail are required.
 Excellent interpersonal skills required, including the ability to demonstrate high level of tact, discretion and diplomacy with all levels of staff, the Board of Trustees, and other external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information.
 Must be a self-starter with a strong level of initiative and resourcefulness.
 Familiarity with ocean science is a plus.

ADA SPECIFICATIONS
This position is primarily sedentary and may require some bending and lifting up to 20 lbs.

Requires the ability to hear, listen, speak and write as well as the ability to operate standard office equipment including but not limited to computers, copiers, printers, etc.

This position is primarily performed in an office setting in Washington, DC, but also may require occasional off-site, out-of-town travel.

Ocean Leadership offers a collegial work environment and excellent benefits. To learn more about Ocean Leadership, please visit www.oceanleadership.org .

To apply, please forward cover letter, resume, salary requirement, and any other relevant application materials to jobs@oceanleadership.org with the subject line, “Administrative Assistant, Executive Office”.  Materials may also be mailed to Human Resources, The Consortium for Ocean Leadership, 1201 New York Avenue, NW, 4th Floor, Washington, DC 20005.

About the Consortium for Ocean Leadership

The Consortium for Ocean Leadership (COL) is a Washington, D.C.-based nonprofit organization that represents the leading ocean science and technology institutions — public and private; academia, aquaria, and industry. Our mission is to shape the future of ocean science and technology. In addition to our advocacy role as the voice of the ocean research and technology community, COL manages a variety of community-wide research and education programs in areas of ocean observing, ocean exploration, and ocean partnerships. The Consortium for Ocean Leadership (COL) advocates for sound ocean policy and wise investment in ocean science, infrastructure, and education. Having established a reputation for being a credible, reliable, non-partisan, and trustworthy source of information for policymakers in the nation’s capital, COL elevates the awareness of the importance of the ocean to the nation’s economic and social well-being. Consequently, COL positively influences ocean policy and federal financial support for ocean research and technology.

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