Executive Assistant to the Vice President and Secretary of the College job - Colby College - Waterville, ME

Department: Office of the Vice President and Secretary of the College

Date: 05/08/2015

POSITION VACANCY

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 56 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 1,850 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

Under the leadership of its new president, David A. Greene, Colby is building on this strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes plans for creating innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:

EXECUTIVE ASSISTANT TO THE VICE PRESIDENT AND SECRETARY OF THE COLLEGE

Full-Time, Fiscal Year, Exempt, Administrative Staff Appointment

The Executive Assistant to the Vice President and Secretary of the College provides executive level assistance, oversees and provides leadership for all functions of the Secretary’s Office. The successful candidate will perform diverse, responsible, and complex functions that require independent judgment. The Executive Assistant displays initiative and leadership in supervising and managing daily office activities including special events, projects, and programs. The assistant will also provide oversight for all departmental functions to include planning, directing and evaluating departmental operations. This position is a confidential personal assistant and must project a positive and professional attitude and image while maintaining a high level of confidentiality and integrity. This exempt position requires a high degree of skill in communicating and interacting with students, trustee members, trustee emeritus, parents, overseers, faculty, staff, vendors, and the general community. The position also requires computer proficiency and the ability to manage multiple projects and deadlines in a fast moving administrative office.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Provide executive assistance to the Vice President and Secretary of the College, including drafting and managing correspondence and communications, scheduling appointments and overseeing calendar, coordinating travel arrangements, compiling various reports, maintenance of records and other documentation, project management, and coordinating special events

Manage administrative professional operations

Conduct research and gather all necessary information for the Vice President and Secretary of the College prior to meetings and events

Track, anticipate, and prepare for upcoming deadlines, events, and agenda items

Coordinate committee meetings, prepare agendas, and organize logistics and track tasks, projects and agenda items

Serve as liaison and point of contact for the office, including providing guidance to departments reporting to the Senior Staff member

Assume responsibility for a variety of special projects

Coordinate work flow of office staff

Select, hire and train office personnel and/or student workers

Participate in training and professional development sessions

Prepare briefing points and materials for speeches, meetings and presentations

Protect confidential and sensitive information and use precise discretion when disseminating information

Meticulously manage schedule, travel arrangements and supervise events hosted by Vice President and Secretary of the College or department

Provide/create an exceptional concierge type experience when dealing with trustees, senior administrators, faculty, staff, donors, political and community leaders, and visitors

Share knowledge through training sessions with administrative professionals (AP) such as taking turn leading AP meetings

Perform other duties as assigned

QUALIFICATIONS:
Bachelor’s degree required or the equivalent

Minimum of five years of progressively high-level administrative experience

Proven experience in budget preparation, monitoring and analyzing, records management, and development of administrative policies and procedures

Deep knowledge of Colby’s mission and values or possess a directly related background

Ability to handle extensive public contact with courtesy, tact, discretion and judgment

Excellent communication and organizational skills

Superior skills with Microsoft Office software and high comfort level with mobile technology including the ability to troubleshoot presentation issues

Demonstrated willingness to engage in continuous learning

Proven experience successfully leading complex projects through completion

Supervisory skills to provide oversight and direction to professional staff and students

Exceptional organizational and time management skills to manage multiple projects, as well as the flexibility to adjust to shifting priorities as new projects are assigned by the Vice President and Secretary of the College

Ability to function effectively under pressure; checks work to ensure accuracy and completeness; tracks and follows up with others to ensure that agreements and commitments have been fulfilled

Ability to exercise independent judgment in highly visible and important environment based on knowledge of College and Vice President and Secretary of the College’s interests and priorities

Demonstrate outstanding planning and organizational skills including a mastery of efficient and responsive calendar management

Displays balanced intellect that combines analysis, experience and perspective in making decisions and providing information to others

Ability to think critically and act logically to evaluate situations, solve problems, and make decisions

Talent to identify and evaluate issues utilizing analysis and critical thinking skills; offer best solution/recommendation or action for resolution; think creatively, make decisions, visualize and solve problems; develop and create ideas, processes and approaches

The position will be a full-time, fiscal year, exempt appointment, with some evening and weekend work required throughout the year with those dates to be determined by the Vice President and Secretary of the College calendar.

PHYSICAL EFFORT/ENVIRONMENT : General office and campus environment. Duties require that employee interact with students, faculty and staff, and outside constituencies. Position involves sitting, although frequent movement is necessary. Walking, standing, bending, twisting, and occasional lifting required. Computer usage involving repetitive hand/wrist motion is also necessary.