Job Description
Department:
President's Office
Pay Rate Type:
Salary
Employee Type:
Job Summary:
The Director of Administration and Operations, Office of the President, serves as the primary manager of the President's Office, overseeing complex scheduling, travel logistics, communications, events, and administrative operations to ensure the effective and efficient use of the President’s time. This trusted role requires independent judgment, discretion, and strong organizational and communication skills to support both routine operations and special initiatives, including coordinating executive searches, managing budgets and office systems, and running campus and off-campus events. Acting as a key liaison with trustees, senior leaders, faculty, staff, and external stakeholders, the individual in this role handles highly confidential matters, manages presidential communications, and provides executive-level administrative support to the President, all while working collaboratively across the institution in a fast-paced environment that demands flexibility and attention to detail. The ability to manage multiple 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 the President’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the President’s time
- Prepare daily meeting materials
- Perform a variety of duties relative to travel logistics, including international and domestic travel arrangements, ground transportation, dining reservations, coordination of special events, and other public functions
- Prepare and/or organize supporting materials for travel, including itineraries, agendas, bios, and briefings
- Organize various ad hoc committee meetings, steering committee meetings for major capital projects, and new initiatives across campus at the direction of the President
- Guide campus-wide events hosted by the President and staff, the President at select events
- Assume responsibility for a variety of special projects
- Serve as an intermediary for the President to obtain information, answer questions, and resolve issues
- Facilitate confidential executive searches in collaboration with the President and executive search firms
- Manage other administrative functions of the Office of the President, including the operating budget, endowed funds, information technology systems, and official records and files
- Help coordinate incoming communications to the President’s Office and facilitate appropriate responses to the requests, questions, and concerns submitted via telephone, mail, or email
- Manage outgoing presidential communications, including those prepared by offices throughout the College
- Work collaboratively with the College’s executive assistants, administrative assistants, and liaisons to the Board of Trustees to ensure timely coordination of meetings
- Contribute to the coordination of occasional off-campus meetings and events
- Work closely with Facilities and Dining Services to manage the President’s house and house events
- Coordinate events at the President’s house, including but not limited to guest lists, invitations, menu planning, and special arrangements
- Provide personal administrative support for the President and his family
Position Qualifications
Education and/or experience:
- 5+ years of progressively higher-level administrative experience; previous experience supporting an executive preferred
- Ability to handle extensive public contact with courtesy, tact, discretion, and judgment
- High level of proficiency with Microsoft Word, PowerPoint, and Excel
- Proven writing ability and excellent communication skills
- Experience in managing budgets
- Strong attention to detail
- Ability to work effectively under pressure and deadlines
- Capacity to work cooperatively and effectively with colleagues and various constituents
- Able to maintain strict confidentiality and possess absolute discretion
- Adept at managing interpersonal relationships and communicating with clarity, tact, and courtesy with all constituent groups, including staff, faculty, students, and members of the community at large
- Ability to work independently and as a member of a team, establish priorities, and work collaboratively
Physical/Mental Demands
The physical demands and work environment characteristics described here reflect what is typically needed to perform the essential functions of this position and what may be experienced while carrying out those duties. . 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 the 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 more, 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.
