Executive Scheduler and Special Projects Assistant

The Executive Scheduler and Special Projects Assistant manages all aspects of the University of Maine Executive Vice President for Academic Affairs and Provost’s (EVPAA and Provost) calendar and agendas. This position is responsible for complex calendar and travel management, recording, tracking, and responding to incoming requests, meeting coordination, and conference/event arrangements.

The Executive Scheduler secures essential information in support of the EVPAA and Provost’s engagements and provides support on special projects as required. In addition, this role provides administrative and scheduling support to the Deputy Provost, Senior Associate Provost, and Associate Provost. This position will anticipate needs and ensure consistent high-quality results in close coordination with the Senior Director of Academic Affairs Operations and Finance. Typical hiring range for this position is $60,000 to $70,000 commensurate with qualifications and experience.

Please review the Executive Scheduler and Special Projects Assistant job description for more information.

About the University:
The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu. 

The University of Maine offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. 

UMaine is located in beautiful Central Maine. Many employees report that a primary reason for choosing to come to UMaine is quality of life. Numerous cultural activities, excellent public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live. Visit the Maine Office of Tourism to learn more about what the Bangor region has to offer.

Qualifications:
Required: 

• Typically has the type of training associated with an Associate’s Degree or equivalent combination of education and experience.
• Typically requires five or more years of progressively complex administrative and scheduling experience supporting senior management.

Preferred:

• Proven experience prioritizing and decision-making skills with respect to scheduling and scheduling changes.
• Proficient in G Suite – Google Calendar, Docs, Sheets, Drive, etc.
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, Powerpoint, etc.
• Experience with video meeting software, e.g., Zoom.
• Demonstrated interpersonal skills and experience in providing complex administrative support to a high-profile office with professionalism, diplomacy, efficiency, and confidentiality.
• Excellent verbal and written communication skills, including grammar, spelling, and composition.
• Excellent customer service orientation and conflict resolution skills.
• Demonstrated organizational and time-management skills.
• Experience working in and a desire to work in a dynamic and fast-paced environment.
• Proven ability to effectively manage and prioritize multiple tasks and work under competing priorities.
• Proficient in use of standard office equipment, such as printers, copiers, scanners, etc.
• Ability to work with persons of varying cultures and diversity.
• Work experience in a higher education setting.
   

Other Information: 

To be considered for this position you will need to “Apply” and upload the documentation listed below:

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae

Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.

Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

For full consideration, materials must be submitted by 4:30 p.m. EST on September 28, 2026.

For questions about the search, please contact search committee chair Elisabeth Maberry at [email protected]. 

The successful applicant is subject to appropriate background screening.