Executive Assistant to the President
- Employer
- Colby College
- Location
- Maine, United States
- Salary
- Salary Not Specified
- Date posted
- Mar 21, 2022
View more
- Position Type
- Administrative, Academic Affairs, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Business & Administrative Support, Conference & Special Event Administration, Executive, Chancellors & Presidents, Other Executive
- Employment Level
- Administrative
- Employment Type
- Full Time
Job Details
Department:
President's Office
Pay Rate Type:
Salary
Employee Type:
Job Summary:Full-Time, 12-Month, Exempt, Administrative Staff Appointment
The executive assistant to the President oversees all office functions of the President's Office. Primary responsibilities include maintaining the President's calendar and coordinating meetings, conferences, and events, ensuring the President is fully prepared at all times. The executive assistant to the President is responsible for assisting the President on both routine and special administrative issues and initiatives. The position requires excellent organizational, public relations, and decision-making skills, initiative, and regular exercise of independent judgment. The executive assistant deals with highly confidential material and absolute discretion is required. The position also requires computer proficiency and the ability to manage multiple projects and deadlines. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :
- Manage the President’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the President’s time
- Organize various ad hoc committee meetings, steering committee meetings for major capital projects, and new initiatives across campus at the direction of the President
- Provide oversight of campus-wide events hosted by the President
- Assume responsibility for a variety of special projects, particularly projects related to major campus-wide initiatives
- Prepare daily meeting folders with necessary agendas, materials, bios, and event briefings
- Perform a variety of duties related to travel logistics including international and domestic travel arrangements, ground transportation, dining reservations, coordination of special events, and other public functions
- Prepare and/or organize supporting materials for travel, including itineraries, agendas, bios, and briefings
- Serve as intermediary, in order for the President to obtain information, answer questions, and resolve issues
- Facilitate confidential executive searches in collaboration with the President and executive search firms
- Manage other administrative functions of the Office of the President, including the operating budget, endowed funds, information technology systems, and official records and files
- Help coordinate incoming communications to the President’s Office and facilitate appropriate responses to the requests, questions, and concerns submitted via telephone, mail, or email
- Manage outgoing presidential communications, including those prepared by offices throughout the College
- Work collaboratively with the College’s executive assistants, administrative assistants, and liaisons to the Board of Trustees to ensure timely coordination of meetings
- Contribute to coordination of occasional off-campus meetings and events
- Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
- Bachelor’s degree or the equivalent in education and experience
- Minimum of 5 years of progressively higher-level administrative experience; previous experience supporting an executive preferred
- Event planning experience required
- Ability to handle extensive public contact with courtesy, tact, discretion, and judgment
- High level of proficiency with Microsoft Word, PowerPoint, and Excel
- Proven writing ability and excellent communication skills
- Ability to work effectively under pressure and deadlines
- Capacity to work cooperatively and effectively with colleagues and various constituencies
- Able to maintain strict confidentiality and possess absolute discretion
- Adept at managing interpersonal relationships and communicating with clarity, tact, and courtesy with all constituent groups, including staff, faculty, students, and members of the community at large
- Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a diverse community
The executive assistant to the President reports to the President and has significant interaction with trustees, senior administrators, faculty, staff, donors, political and community leaders, and visitors.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS :
General open office and campus environment. Walking, standing, bending, and twisting, and occasional lifting are required. Computer usage involving repetitive hand/wrist motion is also necessary. Position requires scheduling flexibility, with frequent evening and weekend hours.
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 to the President - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855
A review of applications will begin immediately and will continue until the position is filled.
Company
Founded in 1813, Colby College is the 12th oldest liberal arts college in the United States.
Distinctive in its offerings, Colby provides an intimate, undergraduate-focused learning environment with a breadth of programs presenting students and faculty with unparalleled opportunities. A vibrant and fully integrated academic, residential, and cocurricular experience is sustained by a diverse and supportive community. Located in Waterville, Maine, Colby is a global institution with students representing nearly every U.S. state and approximately 70 countries.
Colby’s model provides the scale and impact of larger universities coupled with intensive learning in a community committed to scholarship and discovery, multidisciplinary approaches to integrated learning, study in the liberal arts, and leading-edge programs addressing the world’s most complex challenges. Its network of partnerships with prestigious cultural, research, medical, and business institutions extends educational and scholarly collaborations, providing students with unmatched experiences leading to postgraduate success.
The College’s wide variety of programs and labs provides students and the community access to unique experiences: the Colby College Museum of Art, the finest college art museum in the country, and the Lunder Institute for American Art have made the College a nationally and internationally recognized center for art scholarship; DavisConnects prepares students for lifelong success by combining a forward-thinking liberal arts education with extensive internship, research, and global opportunities for all students regardless of their personal networks and financial circumstances; and the 350,000-square-foot Harold Alfond Athletics and Recreation Center, is the most advanced and comprehensive NCAA D-III facility in the country. In fall 2021, Colby opened the Davis Institute for Artificial Intelligence, the first such institute at a liberal arts college. Colby’s new Island Campus, consisting of Allen and Benner islands, gives Colby a significant presence on the coast of Maine for a wide range of academic programs and activities and undisturbed environments ideal for conducting interdisciplinary experiences.
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