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Executive Assistant for the Vice President and Chief Human Resources Officer

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

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Human Resources Administration, Chief Business Officers & Vice Presidents, Affirmative Action & Equal Opportunity, Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Job Description
Department:
Human Resources
Pay Rate Type:
Salary
Employee Type:
Job Summary:Office of Human Resources
Full-Time, Exempt, Salaried, Administrative Staff Appointment

The executive assistant to the vice president and chief human resources officer (VP/CHRO) provides confidential executive-level assistance for the multiple functions of the VP/CHRO office. The successful candidate will perform diverse and complex functions that require excellent judgment as well as superior planning, communication, and organizational skills - with a high degree of attention to detail. Applicants should be prepared to perform various executive administrative duties and office coordination, which require technical skills, judgment, and initiative over a broad range of situations. Confidentiality, political acumen, tact, and courtesy are imperative for the position.

This exempt position requires a high degree of skill, serving as a front-line coordinator and liaison in communicating and interacting with faculty, staff, students, trustees, certain College committees, alumni, parents, vendors, and the general community. The position also requires coordination with the president’s office, other executives, internal and outside counsel, HR team members, and other key stakeholders.

The successful executive assistant will supervise and manage daily office activities and must project a positive and professional attitude and presence while maintaining a high level of discretion, confidentiality, and integrity. The position also requires strong computer and technology 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.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
  • Coordinate meetings, anticipate and prepare agendas, travel arrangements, organize complex logistics with other areas of the College, meticulously track tasks and projects with deadlines in mind; coordinate and prioritize workflow and conflicting needs by proactively managing matters expeditiously through to successful completion
  • Serve as liaison and point of contact for the office, using exceptional judgment to facilitate access to the VP/CHRO’s time and office; Provide a bridge for smooth communication between the VP/CHRO and others; demonstrating empathic leadership to maintain credibility, trust, and support
  • Guide departments and individuals reporting to the VP/CHRO on various matters and action items; coordinate communications for VP/CHRO with faculty, staff, students, visitors, and vendors to address questions, concerns, and details
  • Facilitate direct contact with leadership at the College; communicate information verbally, in writing, and electronically where independent judgment, knowledge, and interpretation of policies and regulations may be necessary to assure timely action
  • Create and track annual and ongoing letters and communications; correspond independently as appropriate
  • Work with other executive assistants (EAs) and VP/CHRO to assist in the onboarding and engagement processes of other College leaders
  • Review complex documents, records, and correspondence for accuracy, completeness, and compliance with applicable rules, regulations, policies, administrative procedures, and legal requirements
  • Ensure compliance with annual timelines and deadlines relevant to the CHRO office
  • Track and analyze information, data, and follow-up items utilizing various databases and spreadsheets; generate and track key informational reports and documents related to faculty and staff HR issues
  • Partnering with the Colby finance team support the management of the budget for the Office of Human Resources, review reports, maintain records of expenditures, and recommend budget adjustments
  • Collaborate with various other departments of the College, providing accurate and current information
  • Coordinate and attend regular and special meetings and events as required, both on-campus and off-site
  • Protect confidential and sensitive information and use discretion with meticulous attention to accuracy when disseminating information
  • Provide/create exceptional concierge-level experiences for faculty, staff, students, vendors, visitors, trustees, community leaders, and alumni during meetings, events, and other encounters
  • Maintain close and personal coordination with EAs in other areas of the College and with appropriate external EAs
  • Participate in training and professional development sessions to maintain and expand skillset
  • Serve as a professional HR resource to internal and external constituents
  • Perform additional duties as assigned; duties, responsibilities, and activities as needed
QUALIFICATIONS :
  • Bachelor’s degree or the equivalent in education and experience; HR or legal experience preferred
  • Minimum of five years of progressively high-level administrative experience; prior C-Level executive assistance is ideal
  • 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, including the ability to create high quality deliverables such as PowerPoint presentations
  • Superior skills with Microsoft Office software, Google Docs and high comfort level with mobile technology, including the ability to troubleshoot presentation issues and engage with the College’s technology staff; experience with Workday is preferred
  • 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 check work to ensure accuracy and completeness; track and follow up with others to ensure that agreements, needed work, and commitments have been fulfilled
  • Outstanding planning and organizational skills, including mastery of efficient and responsive calendar management
  • Ability to adjust to change; adherence to the direction, and ability to provide and accept constructive criticism
  • Demonstrated willingness to engage in continuous learning
  • Ability to exercise sound judgment in a highly visible and essential environment based on knowledge of the College and the interests and priorities of the VP/CHRO 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
  • Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
  • 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
  • Highly resourceful team player, with the ability to also be extremely effective independently
  • Meet the College’s Fleet Safety Policy requirements if driving on behalf of Colby
KEY RELATIONSHIPS :

This position interacts significantly with executive leadership, faculty, staff, trustees, attorneys serving the College, 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. Some evening and weekend work may be required throughout the year as determined by the VP/CHRO.

Hybrid working arrangement is a consideration with expectation that majority of time will be spent physically on campus.

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, a 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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