Performs a variety of technical and complex administrative support duties for a senior-level administrator. Coordinates and performs administrative projects involving research, analysis, and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates workflow and support activities for the office and often for programs involving other organization units and grants.
Distinguishing Career Features:
The Executive Assistant is part of a multi-level career path encompassing technical and administrative support to an executive team. Executive Assistants focus on applying advanced administrative skills to plan, coordinate, oversee, and perform a wide range of complex, diverse, and confidential functions and activities for the executive in a highly visible and changing environment. Advancement to Executive Assistant requires at least two years of experience as an Administrative Assistant within a higher education setting, or equivalent, and a demonstrated ability to serve higher level administrators and functions. Executive Assistants typically report to a College President, Vice Chancellor, or other position of similar scope of responsibility and extensive, span-of-control, project, program, and outreach requirements. Executive Assistants complete, coordinate, and blend work assignments requiring confidentiality. applying in-depth understanding of the functions and procedures of the division or campus, and working knowledge of the other divisions.
Essential Duties and Responsibilities:
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
Provides confidential and complex administrative support to a cabinet-level executive. Organizes, prioritizes, and facilitates information flow in support of the executive and among other organization units and campuses.
Initiates and responds to a wide range of contacts with administration, faculty, staff, students, consultants, agencies and the public, which require sensitivity, good judgment, and ability to maintain confidentiality.
Compiles and prepares data and information for management team regarding certificated and classified employee negotiations.
Composes and finalizes correspondence, reports, and other written communications often of a confidential nature. Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and sets up internal procedures for monitoring performance.
Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information and solutions that may require sensitivity to the caller or subject matter, or routing calls to administrators or other proper source.
Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit, campus, and District. Conveys policies and procedures, referring difficult matters to the executive.
Maintains the executive’s calendar. Schedules appointments and arranges meetings, as directed. Prepares schedules and informs participants, confirming dates and times. May initiate hotel, conference, and travel reservations as directed.
Performs special projects as assigned. Conducts research of file archives, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for top administration or to external agencies.
Provides administrative support to special processes such as, but not limited to cross-functional committees, advisory boards, and various meetings. Prepares agendas, prepares or compiles supporting documents, notes, minutes, meeting recollections, forms, revisions, and final documents to support proceedings.
Edits dictation and drafts for grammar, clarity, and accuracy; verifies facts and sources, as directed. Proofreads drafts of various documents.
Prepares reports and receives information which may be of a technical, legislative, or confidential nature.
Writes, maintains, interprets, and disseminates information and procedures; facilitates implementation of policies, procedures, or programs.
Prepares standard and non-standard contracts in collaboration with Risk Services or General Counsel; facilitates processes for approval of contracts through District administrative procedures and Board policies.
Prepares financial, statistical, and other reports for internal and external use. Sets up timelines for other work units to submit information.
Compiles or facilitates reports into presentation formats, integrating text, and graphics.
Assists the executive with data gathering and research supporting development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.
Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities. Processes payroll documents and other timekeeping information.
Creates, organizes, and maintains private and confidential office, personnel, and project files for efficient retrieval and security.
Provides lead work direction, scheduling, and training to other secretarial and support staff. Coordinates assignments to optimize workflow and participates with other executive assistants in coordination and performance of projects, workflow, and preparation for Board proceedings.
Performs other duties as assigned that support the overall objective of the position.
Qualifications and Physical Demands MINIMUMQUALIFICATIONS:
Knowledge and Skills:
The position requires extensive knowledge of a modern executive management office. Requires knowledge of modern office practices, procedures and equipment including but not limited to Microsoft Office Suite, mobile devices, digital filing systems, receptionist and telephone etiquette. Requires advanced knowledge of various methods of business letter and report preparation. Requires demonstrated skill in composing, proofreading, and preparing correspondence. Requires the critical thinking and analytical skills to quickly adapt and understand District, campus, and divisional operations, policies, procedures, and calendars. Requires a well-developed knowledge of, and skill at using software applications and programs that support this level of work, including but not limited to, word processing, spreadsheet, presentation graphics, special applications used for decision support, and data entry into custom databases. Requires the ability to access and use internal and external computer applications for reporting, setting schedules, and publicizing activities of the executive and organization unit. Requires skill at facilitating problem-solving processes. Requires sufficient math skills to understand financial and statistical record keeping used to maintain and track approved budgets and projects. Requires well-developed knowledge of proper spoken and written English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires well-developed human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, convey technical concepts, and handle private and confidential information.
Requires the ability to independently perform all of the duties of the position. Requires the ability to perform highly skilled administrative work in a major executive office; handling administrative details with professionalism and confidentiality. Requires the ability to receive and disseminate confidential information appropriate to the executive office and audience receiving information. Requires the ability to read, understand, interpret, and apply rules, regulations, policies and other difficult written materials in a wide variety of situations and applications using sound judgment appropriate to the executive office. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District, College, and division organization, operations, programs, functions, special terminology, to relieve the executive of a variety of administrative details. Requires the ability to learn and apply Education Codes and other policies and rules within a reasonable time. Requires the ability to organize and sequence steps that enable production of reports, special projects, and meetings. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Requires the ability to work independently, plan, organize and prioritize work in order to meet schedules and timelines within business and academic calendars. Requires the ability to work independently, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling, and managing time. Requires the ability to accept responsibility for decision making, think critically and apply good judgment in recognizing scope of authority. Requires the ability to communicate with administrators, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the District and its campuses. Ability to work under adverse conditions such as frequent interruptions. Ability to interact effectively with a wide variety of constituencies in a wide range of situations requiring judgment, tact and diplomacy both in person and over the telephone. Ability to understand and carry out oral and written instructions and direction.
Education and Experience:
The position requires an Associate’s Degree in a related field, or equivalent and 6-8 years of progressive secretarial and administrative support experience, including two years in the equivalent capacity to an Administrative Assistant. Or, any combination of education and experience that would provide the required qualifications.
A Bachelor’s degree is preferred and may substitute for some experience.
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various district locations. Requires the ability to use near vision to read printed materials. Requires auditory ability to carry on conversations in person and over the phone. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and to operate other standardized office equipment, almost constantly requiring repetitive motions. Ability to lift up to 15 pounds.
Licenses and Certificates:
May require a valid driver license.
Work is performed indoors where minimal safety considerations exist.
Coast Community College District is an Equal Opportunity Employer
Coast Community College District is an Equal Opportunity Employer
Please reference AcademicKeys.com in your cover letter when
applying for or inquiring about this job announcement.