Job Description

Department:

VP and Chief People Officer

Pay Rate Type:

Salary

Employee Type:

Job Summary:

Reporting to the Vice President and Chief People Officer, the Executive Assistant plays a critical role supporting the day-to-day operations of the Office of the VP and Chief People Officer and the Human Resources division overall.  As a part of the transformative journey of elevating and modernizing the HR practice at the College, the individual in this role will regularly interface with a diverse range of internal and external stakeholders. This role requires a detail-oriented, relational and organized professional who thrives in a dynamic, fast-paced environment. This position requires exceptional professionalism and discretion, agility in seamlessly pivot between various tasks and activities, and a proactive approach to time and project management.

Essential Functions

To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position.  This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.

• Executive level support: Provide executive level administrative support for the Vice President and Chief People Officer 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. Assist in supporting activities related to the Colby Staff Advisory Council including coordinating council meetings and events as well as membership processes.

• Vendor and budget management: Support the overall budgeting process and financial planning activities associated with the Office of HR and the HR division overall, including tracking budget expenditures, generating and processing expense reports, and processing invoices.

• HR initiatives and program logistics and planning: Coordinate and manage logistics for HR initiatives and programs, including scheduling sessions, securing venues, and preparing necessary materials. Oversee participant communication, track attendance, and support the seamless execution of HR efforts to enhance staff development and engagement across the college.

• Special projects support: Assist in the planning, coordination, and execution of special HR projects as assigned by the leadership team. Provide logistical and administrative support to ensure project milestones are met, resources are effectively utilized, and outcomes align with institutional objectives.

• Regulatory compliance: Support the team in staying on top of current and future regulatory requirements and ensure the Office of Human Resources and the College overall follow all such requirements. This includes but is not limited to:  file and document retention, I-9 compliance and completion, local, state and federal posting requirements.

• Process improvement and data integrity: Assist the division in on-going efforts to improve people related processes to increase efficiency and effectiveness. This may include assisting with the integrity of data in Workday and other systems, including adherence to the College’s employee record retention policies.

• Website content optimization: Regularly review and enhance the Office of HR website page on the College’s website to ensure accuracy of content and an improved user experience.

• Hiring, recruitment and onboarding: Provide administrative support for the delivery of staff new hire orientation, completion of required documentation, and support for student and summer employment as needed.

Position Qualifications

Bachelor’s Degree in human resources, business administration, or a related field and/or a minimum of five (5) years of executive-level administrative support.

Licensure, Certification, Registration, or Other Requirements:

None required.

Preferred Qualifications:

Experience:

• Demonstrated ability to anticipate project needs, independently discern work priorities and problem solve, and meet tight deadlines with minimal supervision.

• Exceptional computer skills, including Microsoft Office, Google Education Suite, and Adobe platforms. Workday experience a plus.

• Ability to function