Executive Assistant to the President

$108,300 - $138,312/Yr

San Mateo County Community College District - San Mateo, CA

Full-time - Mid Level

San Mateo, CA

Educational Services

About the position

The Executive Assistant to the President at the San Mateo County Community College District plays a crucial role in providing specialized clerical and administrative support to the College President. This position requires a high level of independence and judgment, as the Executive Assistant will coordinate a variety of complex projects and assignments, resolve problems, and make decisions with minimal supervision. The role involves extensive public contact with various stakeholders, including Governing Board members, the Chancellor's Office, faculty, students, vendors, and community representatives, necessitating a professional demeanor and strong communication skills. The Executive Assistant will be responsible for managing the President's calendar, including scheduling appointments, organizing meetings, and coordinating travel arrangements. This includes preparing documentation for travel requests and reimbursements. Additionally, the Executive Assistant will assist in the preparation of strategic planning agendas, minutes, and other materials, ensuring that all documentation is accurate and timely. The position also involves responding to sensitive inquiries and complaints, screening communications, and providing policy and procedural information to various stakeholders. In this role, the Executive Assistant will lead the work of other clerical staff and student assistants, ensuring that office workflows are efficient and that timelines are met. The position requires a proactive approach to problem-solving and the ability to handle confidential information with discretion. The successful candidate will demonstrate a commitment to the District's mission of educational equity and social justice, working collaboratively with faculty, staff, and community partners to support student success.

Responsibilities

• Coordinate a wide variety of complex projects and assignments for the College President.
• Compose correspondence on behalf of the College President and respond to various surveys.
• Assist the College President in resolving difficult and sensitive inquiries, complaints, and requests for information.
• Screen mail and calls for crucial and confidential matters requiring the College President's attention.
• Maintain a complex management calendar for the College President, including scheduling appointments and arranging meetings.
• Coordinate comprehensive travel arrangements and prepare documentation for travel requests and reimbursements.
• Plan and coordinate administrative unit and college-wide events and activities.
• Compile, organize, and oversee the production of agendas, minutes, and meeting materials.
• Serve as a liaison for the College President with the community and staff.
• Use standard software applications to prepare correspondence, reports, and presentations.
• Research and compile data for various reports and documents.
• Monitor budgets for the College President and prepare purchase requisitions and expense reports.
• Train and lead the work of other administrative support staff as assigned.

Requirements

• A combination of education and experience equivalent to possession of an Associate's degree in business administration or a closely related field.
• Five years of successful complex clerical experience of increasing responsibility.
• Demonstrated cultural competence and sensitivity to diverse backgrounds.
• Experience with the organization and implementation of complex office procedures.
• Experience with training and leading the work of others.
• Proficiency in Microsoft Office Suite and Adobe Creative Suite.

Nice-to-haves

• Certified Scrum Master certification.
• Experience in public speaking and research.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Employee assistance program
• 403(b) retirement plan
• Paid holidays
• Vacation and sick leave.