Executive Assistant

Colby College
Maine, United States
Salary Not specified
Closing date
Apr 6, 2023

View more


College Advancement

Pay Rate Type:


Employee Type: Job Summary:

Office of the Vice President and Chief institutional Advancement Officer
Full-Time, Exempt, Salaried, Administrative Staff Appointment


The executive assistant to the vice president and chief institutional advancement officer provides executive level assistance for the Vice President and Chief institutional Advancement Officer who is responsible for overseeing the Office of Admissions and Financial Aid, Office of Communications, and Office of Advancement. 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 students, alumni, trustees, trustee emeritus, families, 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. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.



  • Provide executive assistance to the vice president and chief institutional advancement officer, 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 vice president and chief institutional advancement officer 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
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice



  • Minimum of three 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 and ability to balance many tasks
  • 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
  • Exceptional organizational and time management skills to manage multiple projects, as well as the flexibility to adjust to changing priorities as new projects are assigned 
  • Ability to function effectively under pressure; check work to ensure accuracy and completeness; track and follow up with others to ensure that agreements and commitments have been fulfilled
  • Ability to exercise independent judgment in a highly visible and important environment based on knowledge of College and vice president and chief institutional advancement officer interests and priorities
  • Demonstrate outstanding planning and organizational skills including a mastery of efficient and responsive calendar management
  • Ability to make an impact through work as a member of a team and diverse community
  • Ability to think critically and act logically to evaluate situations, solve problems, and make decisions



This position has significant interaction with students, faculty, staff, senior administrators, trustees, donors, families, vendors, and the general community.



General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Some evening and weekend work required throughout the year with those dates to be determined by the vice president and chief institutional advancement officer calendar.



Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:


Executive Assistant to the Vice President and Chief Institutional Advancement Officer - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME  04901-8855

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert