Job Postings

Reporting to the Vice President, General Counsel and Secretary of the College and supporting the Offices of General Counsel and Secretary of the College (the “Offices”), the Executive Assistant plays a critical role in facilitating the smooth functioning and administrative operations of the Offices through the exercise of initiative and independent judgment. Regularly interfacing with a diverse range of internal and external stakeholders, this role is perfect for a detail-oriented, relational and organized professional who thrives in a dynamic, fast-paced environment requiring exceptional professionalism and discretion, multitasking skills, and a proactive approach to time and project management.

Essential functions and responsibilities include the following:

Provide executive level administrative support for the Vice President, General Counsel and Secretary of the College along with the Deputy General Counsel and Assistant Secretary of the College including, but not limited to, monitoring and managing calendars and time commitments, coordinating travel arrangements, gathering, creating and analyzing data and information for use in presentations, materials, data files, or related projects.
Monitor, screen and respond to confidential and sensitive communications and correspondence while triaging and managing the coordination of any resulting consultations, meetings, events and initiatives associated with these communications. Organize and edit internal and external correspondence in matters of institutional significance while serving as a liaison for communication between the Offices and internal and external constituents, including but not limited to: trustees, vice presidents, deans, and outside counsel.
Ensure that the financial, and operational aspects of the Offices are running efficiently, including tracking budget expenditures, preparing purchase requisitions and supply orders, generating and processing expense reports, and reconciling credit card transactions.
Provide administrative and logistical support for committee, Board of Visitor, Board of Trustee and other institutional meetings and events, including coordinating participant schedules, making travel and meal arrangements, preparing agendas and itineraries, and ordering media and telecom. Communicate with members of the Board of Trustees in a timely and professional manner, ensuring that the Trustees and Board representatives have access to and familiarity with the Trustee Portal, and supporting the Trustee onboarding and orientation process.
Set up, organize, assemble, track and maintain a wide variety of data, files and resources in support of the respective operations and projects of the Offices.
Assist the General Counsel and Deputy General Counsel in facilitating the internship program.
Perform other duties as assigned.

QUALIFICATIONS:

Associate’s degree or equivalent combination of education and experience, bachelor's degree strongly preferred.
Minimum of five to seven (5-7) years of relative administrative or operational support experience. Education administration or non-profit experience preferred.
Legal/Law preferred, NOT required. Must have a willingness to learn.
Sound writing, detail-orientation, and time management skills.
Exceptional computer skills, including Microsoft Office, Google Education Suite, and Adobe platforms.
The ability and willingness to provide excellent service and to work in a collegial manner with a diverse range of client representative offices, attorneys, faculty, staff, and other constituencies is essential.
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.
Ability to travel periodically throughout the year for Board and committee meetings, 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.
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.
Valid driver’s license required and must meet the College’s Fleet Safety Policy requirements.

KEY RELATIONSHIPS:
This position has significant interaction with students, trustee members, trustee emeriti, attorneys serving the College, parents, overseers, faculty, staff, vendors, and the general community.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. The position is a full-time, fiscal year, exempt appointment, with communications, including in the evening, on both weekend days, and holidays - and resulting coordination and support work during those timeframes related to leadership engagement or legal matters requiring attention, as determined by the VP/GC, the assistant general counsel and the assistant secretary of the College, and work required throughout the entire calendar year as determined by the VP/GC office.
TO APPLY:

Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website.