Executive Assistant to the Senior Vice President

Job Description

Reporting to the Senior Vice President, the Executive Assistant plays a critical role in providing the day to day operations for the Senior Vice President. The successful candidate will perform diverse, responsible, and complex functions that require independent judgment. This position serves as a confidential resource 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 a diverse range of internal and external stakeholders. This position requires exceptional professionalism and discretion, agility in seamlessly pivot between various tasks and activities, and a proactive approach to time and project management.

To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.

• Provide executive assistance to the senior vice president, including drafting and managing correspondence and communications, scheduling appointments and overseeing calendar, coordinating travel arrangements and budget reconciliation, compiling various reports, maintaining records and other documentation, managing projects, and coordinating special events
• Conduct research and gather all necessary information for the senior vice president prior to meetings and events
• Track, anticipate, and prepare for upcoming deadlines, events, and agenda items
• Coordinate committee meetings, prepare agendas, organize logistics, and track tasks and projects
• Assume responsibility for a variety of special projects
• Prepare briefing points and materials for speeches, meetings, and presentations
• Protect confidential and sensitive information and use precise discretion when disseminating information

Position Qualifications

• Minimum of three years of progressively high-level administrative experience
• Demonstrated ability to anticipate project needs, independently discern work priorities and problem solve, and meet tight deadlines with minimal supervision.
• Exceptional computer skills, including Microsoft Office, Google Education Suite, and Adobe platforms.
• 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.
• Proven experience in budget monitoring and analyzing, records and filing management, and adherence to administrative policies and procedures.
• 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.
• Demonstrated ability to foster positive relationships and communicate effectively with stakeholders at all levels of the organization.
• Experience working within the Workday environment preferred.
• Proven experience working with cross-functional teams and facilitating operational improvements

Physical/Mental Demands

• To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.
• The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
• There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
• While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
• There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
• An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
• Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
• The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
• The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.

To Apply

Interested candidates should apply electronically by clicking the "Apply Now" button on the Colby College website. Please upload a cover letter and resume to your application.