Executive Assistant

Sausalito, California, United States Full-time

MISSION

At The Marine Mammal Center, we are guided and inspired by a shared vision of a healthy ocean for marine mammals and humans alike. The Marine Mammal Center advances global conservation through marine mammal rescue and rehabilitation, scientific research, and education.

 OUR WORK

We rescue and rehabilitate sick and injured marine mammals at our state-of-the-art veterinary facilities by engaging a dedicated workforce and a supportive community. We learn from the patients in our care and contribute to scientific understanding of the changing health of our ocean, taking action to address ocean threats and save endangered species. We lead as a teaching hospital by training veterinary professionals locally and internationally, and inspiring future ocean stewards through innovative school and public education programs. 

ABOUT THE ORGANIZATION

The Marine Mammal Center is the largest facility of its kind in the world. Founded in 1975, the Center has grown into an internationally renowned and state-of-the art marine mammal hospital, research center and educational organization. Each year, the Center treats 600 – 800 sick, injured and orphaned marine mammals, with the goal of rehabilitation and release. Its professional staff collaborates with over 30 different scientific, educational, federal, state and non-profit organizations from around the world.  

Marine mammal scientists and veterinarians from across the globe visit the Center and shadow its staff and volunteers to learn from the hundreds of animals treated each year, and from its acclaimed veterinary, scientific, and research staff. By collaborating with leading scientists and researchers to learn from the patients in their care, the Center expands and advances science to increase understanding of the health of the ocean and highlights implications for human health. 

In addition to its work within the scientific community, the Center’s formal and informal education programs reach 100,000 children and adults ever year. Ultimately, the Center’s work inspires action and fosters stewardship toward the care of our environment. 

Overlooking the ocean in the Marin Headlands, in Sausalito, CA, the Center operates three field stations in its 600-mile rescue range on the California coastline from San Luis Obispo through Mendocino County. With the addition of a facility in Kona, Hawaii, the Center’s rescue range has increased to include the entire Hawaiian archipelago. With an annual operating budget of just over $9M, 70+ staff depending on the time of year, and 1,200 actively engaged volunteers, the Center operates 24 hours per day, 365 days per year.

 

ROLE DESCRIPTION

The Executive Assistant performs and coordinates administrative tasks for the Executive Director of The Marine Mammal Center, with a secondary focus on providing support to the five other members of the Management Team. This role reports to the Executive Director and is a non-exempt, full-time position.

 

PRIMARY RESPONSIBILITIES + DUTIES

Assist and support Executive Director with:

  • calendar management
  • meeting scheduling, planning, and facilitation
  • travel arrangements
  • management of internal and external requests, communications and correspondence
  • data entry (e.g., into Raiser’s Edge)
  • financial reporting (e.g., expense reporting, invoice submission, etc.)
  • event planning, including calendaring, communication, sourcing of venues, coordination of meals, and assistance with agendas and other preparations etc.
  • Board of Director communication, Board meeting preparation and facilitation, recording minutes of Board meetings, and serving as a staff liaison to members of the Board.
  • administrative support to the Policy and External Affairs committee of the Board
  • maintenance of contact lists, coordination of annual outreach, tracking of time, meeting and travel management for local, state and federal relationships as part of a public policy agenda
  • discrete projects as assigned 

Assists department leads with tasks as directed by the Executive Director including elements of what is listed above, and/or discrete projects.

 

 KNOWLEDGE + ABILITIES

  • Strong interpersonal skills – active listening and thoughtful communication
  • Excellent communication, writing, and presentation skills
  • Great proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
  • Skill and ability with using relational databases (such as Raiser’s Edge), and ability to accurately record, manage, and report data
  • Highly developed organization skills, attention to detail, and ability to prioritize
  • the ability to take direction, work independently, and carry out responsibilities accurately and efficiently
  • Ability to work in an office environment requiring discretion and management of confidential topics and materials
  • Ability to work as a member of a multidisciplinary team
  • outstanding customer service/work ethic
  • dedication to personal and professional accountability - you ask questions, learn quickly and find solutions

 

QUALIFICATIONS + EXPERIENCE

  • Minimum of five years’ experience in an executive assistant role for a senior executive, preferably in a not-for-profit environment
  • Bachelor’s degree (or equivalent) required
  • Availability for occasional weekend or evening work.

 

FURTHER INFORMATION

LOCATION: Sausalito, CA

HOURS: Full-time, nonexempt (hourly)

REPORTS TO: Executive Director