Woods Hole Oceanographic Institution Sr. Admin. Assistant/Development Events in Woods Hole, Massachusetts
Woods Hole Oceanographic Institution is currently searching for a Sr. Administrative Assistant to join the Advancement department. This is a regular, full-time, non-exempt position & is eligible for full benefits. This position will provide day-to-day administrative support for the Development Events team. Reporting to the Director of Events & Donor Engagement, the Sr. Administrative Assistant needs to be able to manage multiple projects on deadline as the team plans & implements 50+ events each year. Essential Functions Responsible for all event data in the Raiser?s Edge database. This includes data entry & reporting following established practices & procedures to ensure data integrity. Provide general Development support including (but not limited to) data entry, documentation & expense reports. Assist in the careful monitoring of budgets & process expenses in a timely manner. Complete internal documentation to process invoices. Help identify potential vendors, including possible event venues, & monitor project timelines & fulfillment of vendor deliverables. Track speaker placement in events & report as needed. Prepare monthly events reporting & offer suggestions for improving this process. Request & track information for special tour programs & exhibit-style displays at events. Utilize event software & tools (Splash, Engaging Networks) to support the team by populating event content (event descriptions, invitations, speaker bios, headshots, etc.). Assist in proofreading event-related materials. Assist with the preparation of event attendee bios. Coordinate team meetings, schedule additional meetings as needed & prepare minutes. Support event invitation process & track/log RSVPs into data systems. Coordinate event registration with internal stakeholders & make registration site updates as needed. Responsible for the coordination of & details related to event packages & shipments (assembling, tracking, & collection of event materials). Provide event-related support for VIPs, senior staff, speakers & others as needed. Other duties as directed by the Director of Events & Donor Engagement. Education & Experience High school diploma required. Four-year degree preferred. Experience working in an office. Database experience required. Experience with event planning software is a plus. Understanding of events planning &/or non-profit development preferred. Experience with Microsoft Office suite products. Strong oral & written communication skills. Adept at technology & displays an interest in learning additional programs. Experience with Zoom (or similar virtual meeting/event tool) & has the ability to assist staff members & attendees. Ability to demonstrate good judgement & have a high attention to detail related to record keeping, data entry & other administrative components of the role. Must have customer service orientation & an ability to navigate interpersonal relationships with colleagues, donors & event attendees. Must be able to work under pressure independently as well as a team member. Must be able to multi-task while maintaining accuracy with details. Special Requirements Provide on-site event assistance for on campus events & meetings. Occasional travel to off campus sites to assist with event set-up & implementation. Occasional evening & weekend work will be required. WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential & entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason. Physical Requirements Mostly stationary work at desk. Some lifting & moving as related to event supplies & packages.