EXECUTIVE ASSISTANT, ASSOCIATE VP OF INSTRUCTION

$72,924 - $102,588/Yr

Victor Valley College - Victorville, CA

Full-time - Mid Level

Victorville, CA

Educational Services

About the position

The Executive Assistant to the Associate Vice President of Instruction at Victor Valley College plays a crucial role in providing advanced administrative support to an executive-level administrator. This position involves a variety of complex tasks that require a high level of discretion and independent judgment. The Executive Assistant will be responsible for coordinating calendars, scheduling meetings, making travel arrangements, and managing sensitive materials. This role also includes composing and preparing complex correspondence, reports, and other documents, utilizing considerable judgment in both content and style. The Executive Assistant will serve as a point of contact for communications from various internal and external constituencies, including students, faculty, staff, vendors, and government agencies. The position requires the ability to provide information and assistance regarding various programs and activities of the District, ensuring effective communication and support for the administration. In addition to administrative duties, the Executive Assistant will be tasked with planning and coordinating logistics for District events, managing the office's website, and compiling information for reports. The role also involves monitoring the office's budget, processing transactions, and maintaining confidential files. The Executive Assistant must demonstrate a high level of customer service and work cooperatively with others, respecting the diverse backgrounds of all individuals encountered in the course of work. This position is non-exempt under the Fair Labor Standards Act (FLSA) and is subject to the availability of funds. The first date of review for applications is scheduled for July 30, 2024, and candidates are encouraged to submit their materials promptly to be considered for this opportunity.

Responsibilities

• Provides advanced and complex administrative support to the executive administrator.
• Serves as the point of contact for communications from internal and external constituencies.
• Schedules and coordinates meetings and conference calls for the executive administrator.
• Plans, implements, and coordinates logistics of District events.
• Independently composes a variety of business correspondence on behalf of the executive administrator.
• Prepares agendas and informational packets; maintains the office's website.
• Composes and prepares Board actions in accordance with established formats and timelines.
• Compiles information and data for reports and assists in the preparation of statistical and narrative reports.
• Reconciles transactions, including credit card transactions, and ensures all receipts are submitted with expense reports.
• Assists in monitoring the office's budget and tracks budget expenditures.
• Organizes and coordinates the executive administrator's travel arrangements.
• Designs and implements file, index, tracking, and record-keeping systems; maintains confidential files and materials.
• Demonstrates respect, patience, and equitable treatment of all internal and external customers.

Requirements

• Four years of advanced administrative support experience.
• Knowledge of the organization and function of educational institutions.
• Ability to perform advanced and complex administrative support work accurately and within established deadlines.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills, including proficiency in English grammar and syntax.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with budget tracking and financial reconciliation processes.
• Proficiency in web content management and modern business communication tools.

Benefits

• Full-time position with a competitive salary range of $6,077 - $8,549 a month.
• Opportunity for professional development and growth within the educational sector.