Executive Assistant

VP Secretary of CollegeSalaryThe Executive Assistant to the Vice President, General Counsel, and Secretary of the College provides the Vice President and the Office of General Counsel/Office of the Secretary of the College (“GC/SOC”) with executive-level support for the diverse functions and duties of the GC/SOC office. This role requires superior judgment, planning, communication, and organizational skills in volunteer leadership group engagement and legal matters. The position involves front-line coordination and liaison with various stakeholders, including students, trustees, alumni, faculty, and vendors. As a confidential assistant, the individual oversees daily office activities, offers some paraprofessional organizational assistance in legal matters, and collaborates with internal and external parties. Proficiency in technology, a positive professional demeanor, a commitment to challenging work and the achievement of exceptional results, and adept multitasking in a fast-paced administrative environment are crucial for success in this exempt position.

• Provide executive-level assistance to members of the GC/SOC office, managing schedules, travel, and correspondence.
• Support coordination, management, and organization for Colby College Board of Trustee meetings and other special leadership events on and off-campus, including meeting and event attendance.
• Track monthly budgets; manage and oversee invoices, receipts, and expenses for the GC/SOC office.
• Coordinate committee meetings, prepare agendas, and manage logistics.
• Communicate directly with Colby College Board of Trustees leadership, ensuring access to the Trustee Portal and troubleshooting issues.
• Act as the primary communicator and coordinator with trustees, emeriti, and Visitors.
• Organize digital repositories for Colby College Board and committee meetings.
• Support organization and logistics for trustee and Visitor recruitment.
• Coordinate Colby College Board of Visitor committee visits, including materials and logistics.
• Track, analyze, and generate key informational reports and documents on leadership groups, including directory information on volunteer leadership members
• Maintain comprehensive legal matter files, including litigation dockets and pleadings.
• Organize and maintain an internal resources library for legal materials.
• Create, track, and update letters and communications to trustees.
• Create exceptional concierge-level experiences for various stakeholders during meetings and events.
• Collaborate with various College departments and external vendors working with the GC/SOC office.
• Compile and update trustee orientation materials
• Assist with record retention for volunteer leadership groups.
• Collaborate closely with Executive Assistants across the College.
• Participate in training and professional development sessions.
• Adjust to changing priorities and provide support as per the evolving needs.
• Adhere to administrative policies and procedures with meticulous attention to accuracy.
• Participate in ongoing learning and contribute to the improvement of processes.

• Bachelor's degree required or equivalent year of experience.
• Minimum of five years of progressively high-level administrative experience.
• Experience in budget monitoring and analyzing, records and filing management, and adherence to administrative policies and procedures.
• 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.
• Exercise of extraordinary judgment in a highly visible and important environment based on knowledge of the College and the interests and priorities of the GC/SOC office.
• Ability to think critically and act logically to evaluate situations, solve problems, and make decisions, often under pressure.
• Travel periodically throughout the year for Colby College Board and committee meetings, Colby College Board of Visitor summits, and trustee emeriti events.
• 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.
• Appreciation of the needs and demands of a diverse, multi-faceted College community, and the role of GC/SOC office in addressing those needs and demands.
• Demonstrated willingness to engage in continuous learning.
• Exceptional organizational and time management skills to balance and manage multiple projects and tasks in real time, as well as the flexibility to adjust to changing priorities as new projects are assigned.
• Ability to function clearly and effectively under pressure; meticulously checking work with a premium on accuracy and completeness; tracking and following up with others to ensure that assignments and work commitments have been fulfilled.
• Outstanding planning and organizational skills including a mastery of efficient and responsive calendar management.
• Excellent communication and organizational skills
• Must be agile and adjust to constant change; careful adherence to guidance and direction, must be able to provide and accept constructive criticism as the job evolves.
• Superior skills with Microsoft Office software and high comfort level with mobile technology including the ability to troubleshoot presentation issues and engage with the College's technology staff.
• Must handle extensive public contact with multiple constituencies with courtesy, tact, diplomacy, discretion, and judgment.