Executive Assistant to the Superintendent/President & Board of Trustees

$68,328 - $116,864/Yr

Palo Verde Community College District - Blythe, CA

Part-time - Manager

Blythe, CA

5,001-10,000 employees

Repair and Maintenance

About the position

The Executive Assistant to the Superintendent/President and Board of Trustees at Palo Verde College plays a crucial role in ensuring the efficient operation of the Superintendent/President's office and the Board of Trustees. This position requires a high level of confidentiality and the ability to manage complex clerical, technical, and administrative tasks. The Executive Assistant will serve as a liaison between the Superintendent/President and the Board of Trustees, facilitating communication and maintaining positive relationships with various stakeholders, including other offices, personnel, and the public. The role involves planning and organizing regular and special Board meetings, preparing agendas, minutes, and reports, and ensuring compliance with the Brown Act and Board policies. In addition to administrative duties, the Executive Assistant will be responsible for budget management, communications, research, record management, public relations, and labor relations. The position demands extensive knowledge of District policies and procedures, as well as the ability to exercise independent judgment and discretion in handling sensitive information. The Executive Assistant will also provide orientation and training for new Trustees, ensuring they understand their roles and responsibilities within the Board. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. They will be expected to maintain the calendars of the Superintendent/President and Board of Trustees, make travel arrangements, and coordinate special events. The Executive Assistant will also be involved in collective bargaining negotiations, supporting the Superintendent/President in generating necessary materials and processing confidential communications. Overall, this position is integral to the success of the Superintendent/President's office and the effective governance of Palo Verde College.

Responsibilities

• Serves as a confidential assistant to the Superintendent/President and Board of Trustees; performs a variety of confidential and complex clerical, technical, and administrative duties in support of the Board of Trustees and the Superintendent/President.
• Acts as liaison for the Superintendent/President and Board of Trustees; maintains effective communications and positive relations with other offices, personnel, and the public; greets visitors to the office; provides routine information and directs visitors to appropriate individuals; sorts incoming mail; receives questions and complaints; refers situations to appropriate individual(s).
• Acts as recording secretary for Board of Trustees meetings; organizes and attends regular and special board meetings; compiles and prepares agenda and meeting materials and records ensuring the information is accurate, complete, and properly categorized and presented; independently edits and prepares Board meeting minutes, resolutions and excerpts; maintains accurate Board of Trustees meeting records.
• Composes and prepares correspondence and reports to support the Board of Trustees; researches, analyzes and prepares information on a variety of topics for dissemination to the public through various communication means maintaining confidentiality of sensitive departmental and other information.
• Maintains Superintendent/President and Board of Trustees calendars; keeps the Superintendent/President and Board of Trustees informed of appointments, priorities, and deadlines; makes travel arrangements; reserves facilities for meetings; coordinates food for Board meetings; supports and participates in special events and activities.
• Provides new Trustee orientation and training, including an overview of the Board of Trustees' role in policy setting, accreditation, monitoring college planning documents, organizational structure, physical overview, ethics, the Brown Act, and advancing the mission of the District; assists in developing and maintaining training and support materials for the Board.
• Independently composes and prepares a variety of materials including correspondence, proposals, and memoranda; formats presentations and reports; develops and revises schedules and forms; reviews documents and data for accuracy, completeness, and conformance to applicable policies, procedures, and regulations.
• Maintains awareness and currency of situations and conditions of special interest to the Superintendent/President; exercises independent judgment concerning matters requiring immediate attention to assure timely action; relays confidential information to the Board of Trustees, such as grievances, lawsuits, and other legal matters in compliance with the Brown Act.
• Demonstrates discretion and understands the personnel, organizational and legal impacts of the information handled; exercises discretion in representing the office of the Superintendent/President and Board of Trustees to staff and community members.
• Coordinates and oversees specialized functions or projects independently as assigned; assures that work is performed in a timely and accurate manner; uses independent judgement to provide recommendations and information as appropriate.
• Researches, analyzes and prepares information on a variety of topics for dissemination to the public; maintains confidentiality of sensitive District documents; supports department in meeting reporting requirements and research objectives.
• Attends a variety of meetings as assigned and provide staff support and administrative assistance to committees; processes projects as assigned; prepares and organizes meeting materials and minutes; prepares and distributes agendas; records and transcribes notes.
• Provides support for collective bargaining negotiations; assists in generating collective bargaining, grievance, and dispute resolution materials; processes all confidential communication to and from Superintendent/President and the negotiations teams.
• Coordinates the updates of Board Policies and Administrative Procedures with all departments; maintains updated District policy and procedures.

Requirements

• Extensive knowledge of District policies and procedures.
• Ability to exercise independent judgment, action, and discretion in handling confidential information and materials.
• Specialized knowledge of the functional area supported.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks simultaneously and meet deadlines.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with the Brown Act and Board policies.
• Proficiency in budget management and public relations.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• Retirement savings plan (401k)
• Paid holidays
• Flexible scheduling options
• Professional development opportunities