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Executive Assistant to the Director records

 Record Group
Identifier: AC-33

Scope and Content Note

The Executive Assistant to the Director records, 1972-1988, 1991-1993 (12 boxes, 5 linear feet), include material from 1930-1993, the bulk being between 1972-1993.

They contain records of his activities and work in support of the Director’s office. Of particular interest are records of employee functions, such as Institution dinners, picnics and Christmas parties; and WHOI’s 50th Anniversary celebration and the Symposium on the Future of Oceanography. Some of the materials may be duplicated in other corporate and directorial records.


  • 1972-1988, 1991-1993

Language of Materials

The records are in



Restricted: materials may only be viewed by the Office of Origin or with permission of the Archivist.


Copyright: Permission to publish material from the collection must be authorized by the Institution Archivist.

Administrative History

The Office of the Director of the Woods Hole Oceanographic Institution was established in 1930 by Henry Bigelow, its first director. The history of the support staff to the director is incomplete, but each director has had an assistant in addition to a secretary. Columbus Iselin held the position of General Assistant under Bigelow. As director, Iselin established the position of Assistant to the Director, which was a general administrative support position. Charles Innis was the first person to hold the position of Executive Assistant to the Directorate and served both Paul Fye and John Steele from 1972 until 1989. The Executive Assistant functions primarily for the Director, although the position sometimes supports both the Assistant Director of Administration and the Assistant Director.

Innis described his duties to include: processing and routing the director’s mail and answering some general correspondence as well as preparing drafts for the director. He also produced the Institution’s Annual Report; planned conferences and managed conference facilities; arranged for visiting dignitaries, military, groups and corporate members; acted as liaison between the director’s office and the development office; served as Clerk to the Nominating Committee; handled budgets, programs, and communications pertaining to employee morale; coordinated follow-up between the director’s office and Graded and Marine Personnel Committee; coordinated ONR (Office of Naval research) Omnibus Proposals, site visits and Naval War College conferences, and Johnson Lectures; developed Institution archives program with Archivist; arranged Executive Committee meetings; organized the director’s files; coordinated Ad Hoc meetings; and arranged retirement and 30 year award programs.

Executive Assistant to the Directorate:

  1. Charlie Innis, 1972-1988
  2. Pam Hart, 1989-present


12 boxes (6 lin. ft.)

Custodial History

The custodial history of the records is undocumented.

Acquisitions Information

The Executive Assistant to the Director records (1972-1988) were brought into archival storage on May 3, 1989. The records of the Executive Assistant to the Director (1991-1993) were brought into archival storage in 1994.

Related Material

Photographs were placed in the archives photo files.

Separated Material

The Office of the Director records (AC-9) concerning Paul Fye and John Steele will contain further information on the content of the files of the Executive Assistant, as will those files of other members of the Directorate during the same time period.

Processing Information

Second-level processing completed by Nancy Kougeas and Brenda Rocklage in 2001. During processing basic preservation measure were taken, staples and metal clips were removed, fragile papers were photocopied, and papers were put in acid free folders. Since the original order of the materials could not be determined, the records were arranged in nine (9) series for clarity, retaining the original titles when known and retaining the overall chronological order in which they had been placed.

A Guide to the Executive Assistant to the Director records, 1972-1988, 1991-1993
Nancy Kougeas and Brenda Rocklage
May 2001
Language of description
Script of description
Language of description note
Finding aid written inEnglish

Repository Details

Part of the Woods Hole Oceanographic Institution, Data Library and Archives Repository