Careers

Personal Assistant to the President & CEO / Secretary to the Corporation

The Bermuda Institute of Ocean Sciences (BIOS), a premier marine research and education institute and a unit of Arizona State University, is seeking an experienced and motivated Personal Assistant to the President & CEO / Secretary to the Corporation.

DUTIES / RESPONSIBILITIES

Personal Assistant to President/CEO:

• This position requires a high degree of discretion and awareness of the need to ensure confidential information remains private.
• Manage President/CEO’s calendar, including scheduling internal/external meetings and organizing and coordinating events, both on-site and off-site as needed.
• Working with Advancement/Communications to manage relationships with key stakeholders, donors, and partners, ensuring timely responses to inquiries and correspondence.
• Book travel and travel accommodations.
• Complete expense reports and other paperwork on behalf of President/CEO.
• Prepare reports, presentations and memos when required. Ensure all documents prepared for the President/CEO are accurate, professionally formatted, and meet deadlines.
• Maintain paper and electronic filing system. 
• Assist with communication between the President/CEO and other departments within BIOS and external organizations.
• Support the CEO and COO in the effective and transparent flow of information to and from ASU.
• Personal tasks for President/CEO as required.

Secretary to the Corporation:

• Plan and coordinate all meetings of the Board of Trustees, the Advisory Board, and other Board committee meetings as required.
• Prepare agendas for all meetings of the Board of Trustees / Advisory Board, and other meetings, in consultation with the President and Board and Committee Chairs.
• Attend all meetings of the Board of Trustees and Advisory Board and be responsible for the minutes and records of such meetings. Provide continuous liaison and support between the President, Staff, and Board of Trustees.
• Upload all agenda’s minutes and other materials to the Trustee webpage and keep the webpage current.
• Ensure all required resolutions are proposed (including, but not limited to, acceptance of audited financials, approval of budget, election of trustees) and same ratified by the Member as required.
• Ensure all board members complete their annual Conflict of Interest statement.
• Complete and submit the annual Bermuda Charities Report; required to be submitted within 6 months of the end of the financial year.
• Distribute Director’s reports and other information as needed.
• Execute all Corporate banking resolutions as approved by the Board of Trustees. In consultation with the President, review the Corporate Office budget on a quarterly basis.
• Coordinate with Advancement and Communications Office all special events and donor activities requiring Board of Trustee attendance.
• Performs other tasks as requested by the BIOS President/CEO.

• International travel may be required.

   

QUALIFICATIONS

• Five (5) years’ experience as a Personal Assistant to an executive is desired.
• Local corporate governance experience would be an asset.
• Excellent written and verbal communication skills.
• Strong computer skills with proficiency in MS Office Suite.
• Excellent organizational skills.
• Self-starter with the proven ability to work independently or as part of a team as required and to work to deadlines.
• Strong attention to detail with the ability to manage multiple projects and responsibilities while maintaining exceptional accuracy.
• Excellent interpersonal skills and the ability to work well with all levels of internal management and staff, Board members and external visitors.

Interested candidates should email applications, with cover letter, detailed resume and three references to bios.hr@bios.asu.edu (please reference the job title in the subject line of email) or by mail to: