Administrative Assistant to the CEO

The Ocean Exploration Trust (OET) is seeking an Administrative Assistant to provide direct, high-quality support to the Chief Executive Officer, Dr. Robert Ballard. This is a hybrid position, with regular in-person work required at OET’s office in Old Lyme, CT, combined with remote flexibility. The role focuses on managing the CEO’s OET-related calendar, coordinating OET travel, supporting basic office operations, assisting the President & COO with scheduling needs, and ensuring alignment between OET obligations and the CEO’s external professional commitments. This position ensures the CEO’s professional schedule is well-organized, efficient, and aligned with OET’s operational, scientific, and public-facing priorities.

Key Responsibilities

Calendar & Scheduling (Primary)

• Manage the CEO’s OET calendar: internal meetings, donor and partner engagements, board interactions, media interviews, and expedition commitments.
• Serve as the primary point of contact for staff and partners seeking time with the CEO. Prioritize requests based on organizational needs.
• Coordinate with Operations, Science, Education, Development, Communications, and Finance on the CEO’s scheduling needs.
• Work closely with the President & COO’s support team to avoid conflicts and help keep leadership aligned.

Travel Coordination (Primary)

• Arrange domestic and international OET travel, including flights, lodging, itineraries, and expedition logistics.
• Prepare travel packets, confirmations, and briefing materials.

Office Management (Primary)

• Oversee OET’s ~600 sq ft Old Lyme office, keeping it functional, safe, and ready for meetings.
• Serve as the primary contact for the landlord, vendors, and service providers. Manage utilities, internet, and building services.
• Keep office equipment (printers, phones, conference systems) working and serviced.
• Maintain supplies and handle small purchases.
• Support onboarding logistics for staff working in or visiting the office.
• Ensure the office environment is organized, professional, and ready for meetings or small gatherings.

Internal Coordination

• Cross-department coordination. Work closely with Operations, Science, Education, Development, Communications, and Finance to support the CEO's scheduling and travel needs.
• Serve as a reliable point of contact for staff and external partners seeking time with the CEO for OET business.

Coordination of the CEO’s External Professional Commitments (Secondary)

• Track the CEO’s outside professional commitments. Flag conflicts with OET obligations early and recommend adjustments.
• Work with external organizations and their schedulers to keep an accurate view of the CEO’s availability.
• Maintain strict confidentiality and professionalism when handling non-OET scheduling information.

Support to the President & COO (Secondary)

• Help schedule internal meetings, partner calls, and Board meetings.
• Support logistics for bi-annual Board meetings.
• Provide general administrative support during peak periods, Board meetings, and major organizational initiatives.

Qualifications

• 5–7 years of administrative or scheduling support experience; nonprofit, academic, or scientific setting preferred.
• Excellent writing, editing, and proofreading skills, with the ability to draft clear, professional correspondence and internal documents.
• Communicates with precision, warmth, and professionalism.
• Highly organized; stays calm while juggling competing priorities in a fast-paced environment.
• Discreet with sensitive information; reliable, with strong follow-through.
• Proficient in Google Workspace and cloud-based calendar tools.
• Able to work in the Old Lyme office several days per week and travel occasionally.

Key Competencies

• Organization and prioritization
• Professionalism and discretion
• Strong written communication and editorial accuracy
• Clear, friendly communication
• Reliability and followthrough
• Calm under pressure
• Ability to work independently and collaboratively

Hours

Full-time position (40 hours/week); largely sedentary.

Work Authorization

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Eligible for OET's health, dental, and vision insurance plans; retirement plan with up to 3% of salary matched by OET; paid time off and 13 paid holidays; life and disability insurance.