Executive Assistant to the VP of Student Affairs

Bates College; Lewiston (ME); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid vacation

Personal days

13 paid holidays

Free parking

Job summary

Bates College in Lewiston, Maine is seeking an Assistant to the Vice President for Student Affairs to provide high-level executive administrative support and manage projects across the Student Affairs division. You will coordinate the VP’s calendar, travel, and briefing materials, while ensuring confidentiality and efficient operational oversight.

The role requires a Bachelor’s degree and 3–5 years of relevant administrative experience, with strong organizational and communication skills.

Qualifications

• Bachelor’s degree required, or an equivalent combination of education and related administrative experience.
• 3–5 years of progressively responsible administrative support experience, including executive-level office support, meeting coordination, and project tracking (preferably in higher education or non-profit administration).
• Strong organizational, time-management, and task-prioritization skills, with a track record of handling multiple deadlines simultaneously.
• Excellent written and verbal communication skills, including the ability to compose clear, professional correspondence and documentation.

Responsibilities

• Manages the Vice President’s complex calendar, prioritizes meeting requests, coordinates travel logistics and itineraries, and compiles briefing materials and reports.
• Manages and reconciles the Office of the Vice President’s operational budget, processing financial transactions, expense reports, purchase orders, and reimbursements in compliance within institutional policies.
• Serves as the primary liaison and welcoming point of contact for the Vice President's office, handling inquiries with discretion and connecting students, families, faculty, and staff to appropriate campus resources.
• Drafts, reviews, and edits routine correspondence, memos, agendas, and presentation materials for internal and external audiences on behalf of the Vice President.
• Provides administrative coordination for assigned divisional committees; prepares agendas, records concise meeting summaries, tracks follow-up action items, and archives official documentation.
• Exercises strict confidentiality and sound judgment when handling sensitive personnel, student, or institutional matters.

Skills

Organization

Communication

Discretion

Interpersonal skills

Time management

Education

Bachelor’s degree

Tools

Google Workspace

Microsoft Office

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Job description

Bates College in Lewiston, Maine is seeking an Assistant to the Vice President for Student Affairs to provide high-level executive administrative support and manage projects across the Student Affairs division. You will coordinate the VP’s calendar, travel, and briefing materials, while ensuring confidentiality and efficient operational oversight.

The role requires a Bachelor’s degree and 3–5 years of relevant administrative experience, with strong organizational and communication skills.