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Executive Assistant to the Vice President, General Counsel, and Secretary of the College

Employer
Colby College
Location
Maine, United States
Salary
Salary Not Specified
Posted Date
Jun 27, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Alumni Affairs, Legal Affairs, Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Job Description
Department:
VP Secretary of College
Pay Rate Type:
Salary
Employee Type:
Job Summary:Full-Time, Exempt, Salaried, Administrative Staff Appointment

The executive assistant to the vice president, general counsel, and secretary of the College (the "VP/GC") provides executive level assistance for the multiple functions of the VP/GC office. The successful candidate will perform diverse and complex functions that require excellent judgment as well as superior planning, communication and organizational skills in two distinct areas of the College - volunteer leadership group engagement and to some extent, legal matters - with a high degree of attention to detail.

This exempt position requires a high degree of skill, serving as a front-line (not back-of-house) coordinator and liaison in communicating and interacting with students, trustees, trustees emeriti, members of the Board of Visitors, certain committees of the College’s Alumni Council, alumni, parents, faculty, staff, vendors, and the general community. The position also requires paraprofessional-level organizational assistance in all College legal matters overseen by the Office of General Counsel, and well as coordination with outside counsel serving the College, the office’s assistant general counsel and director of risk management, and the office’s interns.

In the role of executive assistant, the individual supervises and manages daily office activities, is a confidential assistant to the VP/GC, and must project a positive and professional attitude and image while maintaining a high level of discretion, confidentiality and integrity. The position also requires computer and technological proficiency and the ability to manage multiple projects and deadlines in a fast moving administrative office. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
  • Coordinate committee meetings, prepare agendas, and organizing logistics with other areas of the College and track tasks and projects
  • Coordinate communication and facilitate direct contact with the leadership of the Board of Trustees, as determined by the VP/GC
  • Serve as front line/first-in-line personal communicator and coordinator with trustees, emeriti, and Visitors, as well as faculty and students involved with the College’s volunteer leadership groups and their respective administrative aides, addressing multiple concerns, questions and details
  • Ensure trustees and Board representatives have access, familiarity and comfort with the Trustee Portal and act as first-in-line resource for all leadership group troubleshooting
  • Organize, build and update digital repositories of materials for each Board and Board committee meeting and analyze, evaluate and improve digital repository applications
  • Create and track annual and ongoing letters and communications to trustees, emeriti and members of the Board of Visitors, including retirement, thank you, term renewal and other organizational letters, etc., at the direction of the assistant secretary of the College
  • Compile and update trustee onboarding and orientation materials and personal coordination with trustees on orientation engagement procedures and processes
  • Assist the assistant secretary of the College with organization and logistics regarding trustee and Visitor recruitment; and ensure compliance with annual time lines and deadlines applicable to these leadership groups
  • Track and analyze information, data and follow-up items utilizing various databases and spreadsheets; generate and track key informational reports and documents on leadership groups
  • Organize, assemble and maintain comprehensive legal matter files, including organization and indexing of complex litigation dockets and pleadings
  • Organize and maintain internal “resources library” of materials, sample documents and agreements, research work, legal issues memoranda, etc.
  • Communicate and coordinate with institutional clients and outside counsel to ensure proper responsiveness by and to the Office of General Counsel, including preparation for and coordination of client and outside counsel meetings
  • Assist in oversight of internship program, including information and advice to interns on legal work and research
  • Provide executive assistance to the members of the two branches of the VP/GC office – the Office of General Counsel and the Office of Secretary of the College - including the vice president, general counsel, and secretary of the College, the assistant general counsel and director of risk management, the associate secretary of the College, and the office’s interns
  • Manage, coordinate and organize correspondence, records, documentation and communications for both branches of the office
  • Meticulously manage complex travel arrangements for this office and volunteer leaders with whom members of the office are meeting, as well as conference travel and tracking scheduling
  • Primary responsibility and lead for essential workflow, sequencing, and underlying organizational coordination and assistance for Board of Trustee meetings
  • Collaborate with Communications, Advancement and various other departments of the College, providing accurate, current information on Board members
  • Coordinate and attend Board meetings, meetings of other leadership groups, and special meetings and events as required, both on campus and off site
  • Track, anticipate, and prepare for upcoming deadlines, meetings, events and agenda items
  • Serve as liaison and point of contact for the office, including providing guidance to departments and individuals reporting to the VP/GC on various matters and action items
  • Assist with record retention on all volunteer leadership groups and continuously update directory information on over 125 volunteer leadership members, plus their supporting administrative staff members, throughout the calendar year
  • Protect confidential and sensitive information and use discretion with meticulous attention to accuracy, when disseminating information
  • Provide/create exceptional concierge level experiences for trustees, Visitors, emeriti, senior administrators, faculty and student representatives to leadership groups, donors, political and community leaders, and alumni during meetings, events and other encounters
  • Close and personal coordination with executive assistants in other areas of the College and with executive assistants of trustees, emeriti and Visitors, as well as those of outside counsel, for work with the Board of Trustees, the Board of Visitors and trustees emeriti on the one hand, and the Office of General Counsel on the other
  • Participate in training and professional development sessions
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
QUALIFICATIONS :
  • Bachelor’s degree or the equivalent in education and experience; legal experience preferred
  • Minimum of five years of progressively high-level administrative experience
  • Ability to handle extensive public contact with multiple constituencies with courtesy, tact, diplomacy, discretion, and judgment
  • Excellent communication and organizational skills and ability to balance multiple tasks and requests
  • Superior skills with Microsoft Office software and high comfort level with mobile technology including the ability to troubleshoot presentation issues and engage with the College's technology staff
  • Exceptional organizational and time management skills to manage multiple projects, as well as the flexibility to adjust to changing priorities as new projects are assigned
  • Ability to function effectively under pressure; meticulously checking work to ensure accuracy and completeness; tracking and following up with others to ensure that agreements, needed work and commitments have been fulfilled
  • Outstanding planning and organizational skills including a mastery of efficient and responsive calendar management
  • Ability to adjust to constant change; adherence to direction and ability to provide and accept constructive criticism as job evolves
  • Proven experience in budget monitoring and analyzing, records and filing management, and adherence to administrative policies and procedures
  • Demonstrated willingness to engage in continuous learning
  • Ability to exercise sound judgment in highly visible and important environment based on knowledge of the College and the interests and priorities of the VP/GC office
  • Ability to make an impact through work as a member of a team and diverse community
  • Ability to think critically and act logically to evaluate situations, solve problems, and make decisions, often under pressure
  • Ability to travel periodically throughout the year for Board and committee meetings, Board of Visitor summits, and trustee emeriti events
  • Intuitive mindset, creative aptitude, and effective use of discretion and independent judgment; able to look beyond the assigned task and consider tangential and collateral connections, challenges, opportunities and possibilities
  • Results/action-oriented work style; strong strategic, analytical, planning and problem-solving skills; able to successfully navigate within varying degrees of ambiguity in a fast-paced environment
  • Valid driver’s license required and must meet the College’s Fleet Safety Policy requirements
KEY RELATIONSHIPS :

This position has significant interaction with students, trustee members, trustee emeriti, attorneys serving the College, parents, overseers, faculty, staff, vendors, and the general community.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. The position is a full-time, fiscal year, exempt appointment, with communications, including in the evening, on both weekend days, and holidays - and resulting coordination and support work during those timeframes related to leadership engagement or legal matters requiring attention, as determined by the VP/GC, the assistant general counsel and the assistant secretary of the College, and work required throughout the entire calendar year as determined by the VP/GC office.

TO APPLY :

Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:

Executive Assistant - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855


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