About Maine College of Art & Design
Maine College of Art & Design seeks a dedicated and detail-oriented professional to serve as Executive Assistant to Academic Affairs. This role is central to ensuring the success of the College’s academic mission by coordinating the daily operations that allow faculty, staff, and students to thrive. From supporting faculty onboarding and committee work to assisting with key academic events such as orientation, convocation, and commencement, the Executive Assistant of Academic Affairs helps create a strong foundation for student learning and achievement.
MECA&D is committed to cultivating an inclusive environment where creativity, collaboration, and critical inquiry flourish. Located in the heart of Portland’s vibrant Arts District, the College offers a supportive and engaging space for artists, designers, and educators who are passionate about shaping culture through visual expression. By joining MECA&D, you will contribute directly to the academic community, supporting the people and processes that empower students to make art, make an impact, and inspire change.
Position Overview
The Executive Assistant to Academic Affairs provides comprehensive administrative and organizational support to the Office of Academic Affairs. This role ensures the smooth operation of Academic Affairs by managing schedules, communications, projects, and workflows. As the primary point of contact for faculty, staff, students, trustees, and external stakeholders, the Executive Assistant plays a key role in advancing the College’s academic mission through professionalism, discretion, and a commitment to excellent service.
Key Responsibilities
- Manage the Dean’s office schedule, communications, commitments, and project coordination.
- Support the annual workflow of Academic Affairs, including planning, tracking, and follow-up on initiatives.
- Draft, edit, and proofread correspondence, announcements, accreditation materials, meeting minutes, and other documents.
- Maintain databases, faculty directories, committee rosters, and academic records.
- Prepare faculty contracts, manage expense reporting, and support departmental budgets and processes.
- Coordinate meetings, travel, and events such as orientation, convocation, commencement, and special projects.
- Serve as a liaison between Academic Affairs and other College departments, ensuring timely and effective communication.
- Respond to inquiries from students, faculty, staff, trustees, and community members with professionalism and a solutions-oriented approach.
- Assist with onboarding and orientation of new faculty members.
- Maintain accurate and confidential faculty files and sensitive records.
- Provide administrative support to committees as assigned.
- Monitor and update materials and documentation for each academic year.
Qualifications
- Bachelor’s degree required or equivalent combination of education and experience.
Experience
- 5+ years of general administrative experience is required.
- Experience supporting a senior administrator is preferred.
- Experience in higher education is helpful but not required.
Skills & Abilities:
- Excellent verbal and written communication skills.
- Commitment to fostering an inclusive, supportive, and equity-centered learning environment aligned with MECA&D’s mission and values.
- Strong organizational skills with the ability to manage multiple projects and shifting priorities.
- High level of accuracy, attention to detail, and ability to meet deadlines.
- Proficiency with office technology, including word processing, spreadsheets, databases, and project management tools; curiosity to learn new systems.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong problem-solving skills and ability to work independently in a fast-paced environment.
What We Offer
This is a full-time, exempt position. The starting salary is $55,000 annually, with consideration for experience. Benefits include healthcare, dental, vision, life insurance, short-term and long-term disability, flexible spending accounts, a 403(b) plan with a 5% employer match, generous paid time off, faculty & staff meal plan, and more.
Ready to Apply
To apply, please submit the following as a single PDF to employment@meca.edu:
- A cover letter expressing your interest in the position.
- A current résumé or CV.
- A list of three to five professional references, including at least one former supervisor.
Recognizing that no candidate will possess all the listed qualifications, we
encourage you to apply if you bring many of the skills and experiences described. Applications will be reviewed on a rolling basis until the position is filled. Maine College of Art & Design is committed to fully including all qualified individuals. If a reasonable accommodation is required to participate in the application or interview process, perform essential job functions, or access other employment benefits, please contact Human Resources at hr@meca.edu.
Equal Opportunity Statement
Maine College of Art & Design is committed to fostering a welcoming and respectful environment where all individuals have the opportunity to succeed based on their talents, qualifications, and achievements. We uphold the principles of fairness, merit, and equal opportunity in our academic and professional community.
MECA&D complies with all applicable federal and state laws regarding non-discrimination and does not discriminate on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, age, physical or mental disability, ancestry, religion, genetic information, familial status, receipt of a protection order, veteran or military status, or any other characteristic protected by law.