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Administrative Assistant III

Applications Close: Aug 30, 2026

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

8Views

Job Summary

The administrative assistant will support the office of the vice president and chief of staff, the vice president of planning and strategy, and oversee the office functions that support both vice presidents and provide 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.

Essential Functions

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

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Administrative Assistant III

Applications Close: Aug 30, 2026

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

8Views

Job Summary

Essential Functions

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

This is a Preview Listing…

You must sign in to see the full job description, and to apply.

Manage / Upgrade this job to a Full Job Listing.

Find Your Best Opportunity

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Related Jobs - August 22, 2026

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Essential

Related Conferences

To Be AnnouncedUnited States

Administrative Assistant III

Applications Close: Aug 30, 2026

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

8Views

Job Summary

Essential Functions

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

This is a Preview Listing…

You must sign in to see the full job description, and to apply.

Manage / Upgrade this job to a Full Job Listing.

Find Your Best Opportunity

Tell them AcademicJobs.com sent you!

Related Jobs - August 22, 2026

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To Be AnnouncedUnited States

Administrative Assistant III

Applications Close: Aug 30, 2026

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

8Views

Job Summary

Essential Functions

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

This is a Preview Listing…

You must sign in to see the full job description, and to apply.

Manage / Upgrade this job to a Full Job Listing.

Find Your Best Opportunity

Tell them AcademicJobs.com sent you!

Related Jobs - August 22, 2026

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Essential

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To Be AnnouncedUnited States

Administrative Assistant III

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

Job Summary

This is a Preview Listing…

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Administrative Assistant III

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

Job Summary

This is a Preview Listing…

Related Jobs - August 22, 2026

Related Conferences

2026 AAA Annual Meeting: On the Verge

87th Annual Meeting of the Society for Applied Anthropology

AABA Annual Meeting 2027

75th Annual Highway Geology Symposium

GSA Annual Meeting 2026

AGU Fall Meeting 2026

Southeastern Section Meeting 2027

APS Division of Nuclear Physics Meeting (DNP 2026)

68th Annual Meeting of the APS Division of Plasma Physics (DPP 2026)

Joint March Meeting and April Meeting — Global Physics Summit 2027

Administrative Assistant III

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

Job Summary

This is a Preview Listing…

Related Jobs - August 22, 2026

Related Conferences

2026 AAA Annual Meeting: On the Verge

87th Annual Meeting of the Society for Applied Anthropology

AABA Annual Meeting 2027

75th Annual Highway Geology Symposium

GSA Annual Meeting 2026

AGU Fall Meeting 2026

Southeastern Section Meeting 2027

APS Division of Nuclear Physics Meeting (DNP 2026)

68th Annual Meeting of the APS Division of Plasma Physics (DPP 2026)

Joint March Meeting and April Meeting — Global Physics Summit 2027

Administrative Assistant III

Colby College

4000 Mayflower Hill Dr, Waterville, ME 04901, USA

Job Summary

This is a Preview Listing…

Related Jobs - August 22, 2026

Related Conferences

2026 AAA Annual Meeting: On the Verge

87th Annual Meeting of the Society for Applied Anthropology

AABA Annual Meeting 2027

75th Annual Highway Geology Symposium

GSA Annual Meeting 2026

AGU Fall Meeting 2026

Southeastern Section Meeting 2027

APS Division of Nuclear Physics Meeting (DNP 2026)

68th Annual Meeting of the APS Division of Plasma Physics (DPP 2026)

Joint March Meeting and April Meeting — Global Physics Summit 2027