Executive Assistant - VP of Planning & Strategy & VP, Chief of Staff

Job Details

Job Description
Department:
Vice President of Planning and Strategy - JM
Pay Rate Type:
Salary
Employee Type:
Job Summary:

The executive assistant to the vice president and chief of staff and the vice president of planning and strategy oversees the office functions that support both vice presidents and provides additional support to the director of administration and operations in the Office of the President. Primary responsibilities include complex scheduling, travel logistics, communications, events, and administrative operations to ensure the effective and efficient use of the vice presidents’ time. This highly trusted role requires independent judgment, discretion, and exceptional organizational and communication skills to support both routine operations and special initiatives, including executive searches, budget management, office systems, and campus and off-campus events. Acting as a key liaison with senior leaders, faculty, staff, and external stakeholders, the individual in this role handles highly confidential matters and provides executive-level administrative support to the vice presidents while working collaboratively across the institution in a fast-paced environment that demands flexibility and attention to detail. The ability to manage multiple and competing priorities and operate with the highest degree of discretion is a key requirement for this position.

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

• Manage both vice presidents’ calendars, exercising considerable discretion and judgment in setting priorities and ensuring effective use of their time
• Prepare and manage daily meeting materials for the vice presidents, including agendas, background materials, bios, event briefings, and other relevant information; anticipate needs and coordinate with meeting organizers to ensure materials are provided in advance
• Coordinate and manage travel logistics for the vice presidents, including travel arrangements, ground transportation, dining reservations, itineraries, briefings, and other supporting materials; coordinate related logistics for special events and public functions, including guest travel, accommodations, and other event-related needs
• Organize various ad hoc committee meetings, steering committee meetings for major projects, and new initiatives across campus from the direction of the president and in coordination with the director of administration and operations
• Serve as a key point of contact for the vice presidents, helping to obtain information, answer questions, resolve issues, and facilitate timely communication
• Support confidential executive searches in collaboration with the office of the president and executive search firms, including scheduling, logistics, communications, candidate materials, and related coordination
• Manage other administrative operations for the offices reporting to the vice presidents, including operating budgets, endowed funds, information technology systems, and official records and files
• Work collaboratively with the director of administration and operations, executive assistants, administrative assistants, and liaisons to the board of trustees to ensure timely coordination of meetings, materials, and follow-up.
• Assume responsibility for a variety of special projects
• Coordinate and manage events, including but not limited to guest lists, invitations, menu planning, and other special arrangements
• Provide logistical support for meetings, retreats, ceremonies, and special events associated with the Office of the President, including commencement weekend and Board of Trustees meetings
• Manage other administrative functions of the vice president and chief of staff, vice president of planning and strategy, and director of administration and operations, as needed
• This position requires occasional evening and weekend work, including periodic travel several times per year

Position Qualifications Minimum Qualifications:

• Bachelor’s Degree or equivalent of education, training, and experience.
• 5 years of experience providing administrative support within complex organizations.
• Ability to interact with a wide range of internal and external constituents with courtesy, tact, discretion, and sound judgement.
• High level of proficiency with Microsoft Office and Google Workspace
• Demonstrated written communication skills, with the ability to prepare clear, polished correspondence, briefing materials, and other executive communications
• Experience in managing budgets and tracking expenses
• Strong attention to detail
• Ability to manage multiple priorities, work effectively under pressure, and meet deadlines in a fast-paced environment.
• Ability to exercise sound judgment, maintain strict confidentiality, and operate with discretion
• Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a dynamic community

Preferred Qualifications or Skills:

• 7-10 years of experience supporting senior leadership in higher education, government, nonprofit, or similarly complex organizations preferred
• Experience with enterprise resource planning (ERP) software strongly preferred, Workday desired

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy.
• This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs.
• In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role.
• This position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations.
• Daily work may involve extended use of a computer, including keyboard and mouse
• Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds or, in more physically demanding roles, up to 50 pounds.
• Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed.
• The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills.
• The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity.