Executive Assistant

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Woodwell Climate Research Center

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Falmouth, MA, United States

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30+ days ago

SUMMARY: We’re looking for an Executive Assistant to support our President & Chief Executive Officer (CEO) and the Chief Operating Officer (COO). The Executive Assistant (EA) is responsible for handling a wide range of executive and administrative support related tasks. The person in this role must have the ability to work independently and seek guidance when appropriate. The EA has attention to detail, exceptional organizational skills, is resourceful, proactive and efficient, with a high level of professionalism and confidentiality. Expert level communication skills and strong problem-solving skills are vital for this position. This position will report to the COO. This position works on our Falmouth, Massachusetts campus.

Responsibilities:

  • Provide confidential administrative support for the President CEO and COO
  • Calendar management, accounting for day-to-day meetings
  • Arrange domestic and international travel, including transportation, accommodations, visas, and other travel logistics as needed
  • Communicate effectively across senior level leadership teams
  • Expense report management and reconciliation of corporate card charges on a monthly basis
  • Set up and maintain a filing system for official files, paper and electronic, regarding correspondence, finances, associations and memberships, historical records, and other confidential and general documents
  • Create meeting agendas, gather briefing materials, and notes for all regularly scheduled meetings to ensure the President & CEO and COO are fully briefed and prepared in advance of any meeting/call/conference
  • Schedule Zoom and on campus meetings, and ensure appropriate information is shared with meeting participants ahead of time
  • Draft letters in a timely manner and in the appropriate format
  • Receive and manage external guests and visitors on campus to see the President & CEO and COO
  • Proactively execute projects as assigned, and provide periodic updates on progress
  • Assist with individual tasks and activities as assigned

Desired Qualifications and Experience:

  • High school diploma required, BA/BS or equivalent preferred
  • 5+ years’ experience in administrative support, preferably in an executive level
  • Executive-level interpersonal skills to interact with all levels of management
  • Ability to maintain a high level of confidentiality
  • Excellent written and verbal communication skills
  • Strong administrative, problem-solving, and organizational skills, and the ability to prioritize tasks efficiently and reliably
  • Massachusetts Public Notary
  • Strong project management skills, with the ability to work across a variety of projects with competing deadlines, diverse constituencies and multiple priorities
  • Ability to conduct/assist appropriately in difficult situations
  • Advanced knowledge of Microsoft Word, Microsoft Excel, and Google suite
  • Works well in a team and independently
  • Attention to detail and outstanding work ethic
  • Strong computer skills, with a working knowledge of PC and Mac platforms
  • Ability to work across a variety of complex and challenging projects, anticipating any internal or external issues that may arise
  • Excellent calendar and time management skills
  • Some evening and weekend work related to special events and meetings may be required

Application review will be ongoing.

Desired Start Date: Immediately

Classification and Compensation: This is a full-time, salaried, exempt position, the annual salary range is $60,000 - $75,000 dependent on qualifications/experience. Woodwell offers a generous benefits package and work life balance.

Location: Falmouth, Massachusetts, this is not a remote position.

Application Instructions: To apply, please send your cover letter addressing your experience and qualifications in relation to the responsibilities of this position, curriculum vitae, and contact information for three references as a single PDF to our career’s portal. Incomplete applications will not be reviewed. Please type EA22 on all correspondence.

Please visit Woodwell's website to learn more about Woodwell’s work.

Located on a 10-acre campus near the village of Woods Hole, the Woodwell Climate Research Center (Woodwell) is a private, non-profit research center. Woodwell is a leading source of climate science that drives the urgent action needed to solve climate change. Woodwell has 100+ staff members and is excited to welcome new employees to this work.

Woodwell is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, mental, or physical disability, age, sexual orientation, gender identity, national origin, familial status, veteran status, or genetic information. Woodwell is committed to providing access, equal opportunity, and reasonable accommodation for all individuals in employment practices, services, programs, and activities.

Diversity, Equity and Inclusion at Woodwell

WE NEED ALL VOICES IN THE FIGHT AGAINST CLIMATE CHANGE

Climate change is the greatest challenge of our lifetimes. Woodwell Climate Research Center (Woodwell) understands that the climate crisis—from causes to consequences—is inextricably linked with persistent social injustice. Effectively addressing either requires addressing both. The climate crisis demands that we bring to bear all of the knowledge, expertise, innovation, and creativity that we can collectively muster, and those who have been marginalized and disproportionately impacted must be heard.

The work Woodwell does—the questions we ask, the ways we seek answers, and the strategies we put forward—is stronger when shaped by a diversity of knowledge, perspectives, and experiences. We strive to welcome, respect, and amplify differing voices. We value individuals as they are, with all their differences in race, age, ethnicity, gender identity, sexual orientation, religious beliefs, language, and mental and physical abilities.

Woodwell acknowledges that our organization, and the scientific community more broadly, have a long way to go in living up to these ideals. We approach the work of improving our organization with the same ambition and commitment to systemic change that we bring to addressing climate change.

We will inevitably make mistakes, but we will continue to listen, learn, and do this critical work. We understand that this work requires an ongoing commitment from each and every one of us. We are actively engaged in building and sustaining an equitable and inclusive culture within our organization, and in fostering greater diversity in climate science.