Director of Administration and Operations, Office of the President

Director of Administration and Operations, Office of the PresidentAbout the CompanyEsteemed private liberal arts universityIndustryHigher EducationTypeEducational InstitutionFounded1813Employees501-1000CategoriesEducationColby CollegeColleges and UniversitiesFinancial AidHigher EducationJoe BidenJournalismLeadershipMaineManagementNew EnglandScholarshipsE-LearningUniversitiesSpecialtiesliberal artsarts and innovationenvironmental studiescomputer scienceamerican artbiosciencesdata scienceclimate researcharts and humanitiesenvironmental humanitiestechnologyand athleticsAbout the RoleThe Director of Administration and Operations serves as the operational leader of the President's Office, ensuring the strategic alignment, efficiency, and discretion required to support and advance institutional priorities. This role functions as both chief administrative partner and operational integrator, overseeing executive scheduling, presidential communications, special initiatives, executive searches, budget management, and high-level event coordination. As a trusted advisor and institutional liaison, the Director acts as a central hub connecting trustees, senior leaders, faculty, staff, students, and external stakeholders. The position requires exceptional judgment, anticipatory thinking, and the ability to manage complex, high-stakes situations with absolute discretion. This is not solely an executive support role, it is a leadership position responsible for ensuring the President's time, resources, and engagements are strategically aligned with institutional priorities. 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 collaborativelyTravel PercentLess than 10%FunctionsEducation/Academic AdministrationBoard of Directors (non-operating)OperationsCEO/PresidentNon-Profit ManagementSkillsStrategy requiredLogistics requiredExecutive Support requiredExecutive Assistant requiredWriting requiredProfessional Services requiredPrivacy requiredOperations Management requiredOperations Strategy requiredOperations requiredCommunications requiredCommunication requiredCommunications Strategy requiredCommunity requiredBoard Governance requiredBoard Of Directors requiredEvent Planning requiredEvents requiredBudget Management requiredBudgeting required