Administrative Associate II

Cape Cod Technology Council, Inc.

Administrative Associate II managing logistics for Ocean Carbon & Biogeochemistry activities at WHOI. Oversee administrative actions, budget tracking, and participant support operations.

Posted 5/6/2026part-timeWoods Hole • Massachusetts • 🇺🇸 United StatesJuniorMid-Level💰 $38 - $50 per hourWebsite

About the role

Key responsibilities & impact

Conduct venue research and budget negotiations; review and route venue and hotel contracts; reserve meeting rooms and coordinate appropriate room setup; research and reserve catering and associated equipment (tent, tables, chairs, linens, etc.); arrange A/V support, equipment (microphones, WiFi, projector systems, etc.), and electrical needs (power strips, extension cords, etc.); research and coordinate ground transportation as needed; help prepare and ship meeting materials (nametags, office materials, etc.) to offsite venues; pay meeting vendor invoices; track activity budgets; assist with setup, breakdown, and assisting participants for WHOI-based OCB activities.
Serve as point of contact on WHOI/OCB travel policies and reimbursement; provide guidance for participants of OCB activities on arranging travel (e.g., compliance with Fly America Act); coordinate hotel reservations and rooming lists as needed; process travel expense vouchers for OCB travelers; collect foreign visitor information per WHOI requirements; send letters of invitation and certificates of participation when requested.
Collaborate with meeting organizing team and other off-site administrative staff on meeting arrangements; assist with participant communications; serve as point of contact for caterers, hotels, conference center venues, and other vendors involved in OCB activities.
Track OCB project budgets (FSRs); pay invoices and bills (external vendors such as caterers, participant honoraria, etc.); assist with updating pages of OCB website (meetings list, jobs and postdocs); assist with OCB inquiries and requests sent to the OCB Project Office email address, including requests to share job and postdoc opportunities; and other tasks as needed to support the operations of the OCB Project Office Collaboration: Responsible for fostering a positive problem-solving environment and successful group process and achieving desired results. Acts as ambassador in presenting ideas to the appropriate audience. Communication: Makes formal presentations, both verbal and written, to inform and educate. Demonstrates objective listening on a consistent basis; creates an environment that encourages open communication. Promotes civility within and outside of work group; fosters environment for collaborative problem solving; demonstrates a high degree of confidentiality and discretion. Develops and may conduct training for one’s own area of expertise. Critical Thinking and Problem Solving: Works cross functionally to solve problems and implement changes. Initiates innovative changes to continually improve operations both within the group as well as Institution-wide.

Requirements

What you’ll need

BA Degree or equivalent experience/training may be considered in lieu of a degree.
5-7 years of relevant experience
Experience with computer systems required, including web based applications, Google Docs, Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Benefits

Comp & perks

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Hard Skills & Tools

budget negotiationvenue researchcontract reviewevent coordinationA/V supporttravel expense processingproject budget trackingwebsite updatingtraining developmentproblem solving

Soft Skills

communicationcollaborationcritical thinkingproblem solvinglisteningconfidentialitydiscretioncivilityinnovationambassadorship