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Executive Assistant to the President

Employer
Colby College
Location
Maine, United States
Salary
Salary Not Specified
Posted Date
Mar 21, 2022

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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
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Job Description
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
QUALIFICATIONS :
  • 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
KEY RELATIONSHIPS :

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.

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