Director of Administration and Operations, Office President

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.

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

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…