Position Overview
The Chief Executive Assistant to the President & CEO plays a pivotal role in ensuring the smooth and efficient operation of the executive office at Mote Marine Laboratory & Aquarium. This position is responsible for directly supporting the President & CEO as well as managing the day-to-day administrative functions and enhancing organizational effectiveness of the Executive Office and staff. The ideal candidate will possess a hands-on approach, exceptional organizational skills, and excellent time management skills. The Chief Executive Assistant serves as a trusted point of contact, combining an approachable communication style with sound judgment and executive-level professionalism.
Key Responsibilities
· Provides comprehensive administrative support to the President & CEO, including managing schedules, prioritizing appointments, and ensuring timely communications.
· Coordinate and organize meetings, conferences, and events, including preparing agendas, materials, and follow-up correspondence.
· Prepare reports, presentations, and documents for internal and external stakeholders.
· Manage and prepare expense/reimbursement reports and travel arrangements for the President & CEO. Assist in project management and strategic planning initiatives as directed by the President & CEO.
· Act as a liaison between the executive office and various departments, ensuring consistent communication and alignment with organizational goals.
· Represent the President & CEO’s office professionally and build rapport, ensuring all interactions, internal and external, are handled with appropriate discretion and integrity, maintaining the highest level of professionalism at all times.
· Regularly communicates on behalf of the President & CEO with counterparts for university and corporate presidents, as well as federal and state elected and agency officials.
· Direct oversight of the Executive Administrative Assistant and serves as Managing Supervisor of the Executive Secretary for the Mote Board of Trustees. Both positions are housed within the Executive Office.
Minimum Required Skills and Qualifications
· Minimum of 5 years of executive administrative support experience supporting C-Level executives.
· Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
· Proficiency in use of videoconferencing applications such as Zoom, Microsoft Teams.
· Excellent written and verbal communication skills.
· Demonstrated ability to maintain confidentiality and manage sensitive information.
· Strong organizational and multitasking abilities, with attention to detail.
· Strong networking and interpersonal skills to build relationships with diverse internal and
external visitors and contacts to the Executive Office.
· Reliable and punctual in reporting for scheduled work time.
Additional Valued Skills
· Associates Degree or higher
· Certified Administrative Assistant (CAP) or equivalent
· Experience in marine science, education, government or related organizations.
· Familiarity with donor database management and reporting software (i.e., Sales Force)
Working Conditions
The Chief Executive Assistant will work on site in a dynamic, very fast-paced office environment at Mote Marine Laboratory’s City Island Sarasota main campus. Flexibility in hours may be required to accommodate the needs of the President & CEO, including occasional evening and weekend events. This role may also involve some travel for meetings and conferences. Regular business hours are Monday thru Friday from 8:00am-5:00pm. The President & CEO Office maintains a polished but relaxed Business Casual attire.
Compensation and Benefits
· Competitive anticipated starting salary of $80,000 – 100,000 per year, depending on experience, with opportunity for annual increase.
· Health insurance benefits
· Paid time off (PTO)
· Professional development opportunities
· Retirement savings plan
About the Company
Founded in 1955, Mote Marine Laboratory is an independent, non-profit marine research facility dedicated to the conservation and sustainable management of marine ecosystems. Mote operates locally from 10 campuses located in Sarasota and the Florida Keys, and research is conducted globally by our marine scientists and educators. Through innovative research, education, and outreach efforts showcased in our new Mote Science Education Aquarium (Mote SEA), Mote engages the community and promotes awareness about the ocean's vital role in our planet's health and well-being. Our mission is to advance scientific knowledge and support the next generation of marine scientists, educators and conservationists.
Applications
Qualified candidates please provide a cover letter with comprehensive resume or CV including three references. References will not be contacted without the candidate’s prior notification.
Submit via email to: Human Resources - [email protected]
Please include ‘Mote CEA’ in the subject line
Or email to: Human Resources – CEA
Mote Marine Laboratory
1600 Ken Thompson Parkway
Sarasota FL 34236
Submissions will be reviewed beginning September 1, 2026 and the position will remain open until filled.
Mote Marine Laboratory is an Equal Opportunity Employer and actively seeks to diversify its work force. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender identify, national origin, disability, age, protected veteran status or other protected category. Mote Marine Laboratory participates in E-Verify.
Pay: $80,000.00 - $100,000.00 per year
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- To be considered, you must include a cover letter. Have you attached or pasted your cover letter?
Work Location: In person
