Executive Assistant to the Superintendent/President

$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 at Palo Verde College plays a crucial role in ensuring the efficient operation of the Superintendent/President's office. This position is responsible for providing a variety of highly confidential and complex clerical, technical, and administrative support. The Executive Assistant serves as a liaison for communications between the Superintendent/President and various stakeholders, including personnel, students, and the public. The role requires extensive knowledge of district policies and procedures, as well as the ability to exercise independent judgment and discretion in handling sensitive information. In this position, the Executive Assistant will manage a wide range of responsibilities, including budget management, research, organizational development, and public relations. The individual will be expected to maintain confidentiality regarding files and information, particularly those related to board matters, personnel, and collective bargaining. The Executive Assistant will also be responsible for composing and preparing various materials, coordinating appointments and meetings, and supporting the department in meeting reporting requirements and functional responsibilities. The Executive Assistant will attend meetings, provide administrative assistance to committees, and prepare agendas and minutes. Additionally, the role involves coordinating the revision of board policies and administrative regulations, as well as maintaining computer-based tracking systems for data management. The position requires a proactive approach to problem-solving and the ability to remain current on issues of interest to the Superintendent/President, ensuring timely action on important matters.

Responsibilities

• Perform a variety of highly confidential and complex clerical, technical and administrative support, relieving the assigned Cabinet Level Executive of administrative detail.
• Serve as a liaison between the assigned office and the public, students, staff and other campus officials; maintain specialized knowledge of an assigned area of educational administration.
• Maintain confidentiality of files and information, including information regarding board, district, personnel, collective bargaining, and confidential matters.
• Maintain effective communications with other offices, personnel, and the public; greet visitors to the office; provide routine information and direct visitors to appropriate individuals.
• Research, analyze and prepare information on a variety of topics for dissemination to the public through various communication means maintaining confidentiality of sensitive departmental and other information.
• Independently compose and prepare a variety of materials including correspondence, proposals, and memoranda; format presentations and reports; develop and revise schedules and forms; review documents and data for accuracy, completeness, and conformance to applicable policies, procedures, and regulations.
• Coordinate and schedule various appointments and meetings for the department; keep the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner; make travel arrangements; reserve facilities for meetings; maintain and coordinate the assigned Cabinet Level Executive's calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities.
• Assemble required background materials and information for meetings and appointments; prepare and coordinate the composition and placement of items for cabinet and board agendas in compliance with Brown Act, ensuring the information is accurate, complete, and properly categorized and presented.
• Attend a variety of meetings as assigned and provide staff support and administrative assistance to committees, processes and projects as assigned; prepare and organize meeting materials and minutes; prepare and distribute agendas; record and transcribe notes.
• Support department in meeting reporting requirements, functional responsibilities, and research objectives; independently research, compile, and analyze data for a variety of internal and external reports.
• Coordinate the revision of board policies and administrative regulations; assist the assigned Cabinet Level Executive in review, development and/or recommend changes of program policies and procedures.
• Remain current of concerning situations, and conditions of special interest to the assigned Cabinet Level Executive; exercise independent judgment concerning matters requiring the assigned Executive's attention to assure timely action.
• Demonstrate discretion and understand the personnel, organizational and legal impacts of the information handled.
• Create, organize, update, and maintain computer-based tracking systems such as databases and statistical spreadsheets used to track, maintain, and present data.
• Prepare agendas, take, and transcribe minutes of collective bargaining negotiations; assist in generating collective bargaining, grievance, and dispute resolution materials; process all communication to and from the administrator and the negotiation teams; perform background research; create and send surveys to other districts and prepare reports based on the responses, online research and district policy and practice; maintain files of all correspondence and work product.
• Gather, research, and compile complex statistical information for budget preparation and for preparation of narrative reports.
• Serve as main contact for updates to department webpages; create, modify, and post updated online forms and information.
• Participate in District efforts to increase the diversity of faculty and staff and to address student achievement gaps; assist in the creation of a welcoming and inclusive work and educational environment.

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 communication skills, both oral and written.
• Proficiency in composing and preparing various materials including correspondence, proposals, and memoranda.
• Experience in budget management and organizational development.
• Ability to research, analyze, and prepare information on various topics.
• Strong organizational skills and attention to detail.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with collective bargaining processes.
• Knowledge of public relations and labor relations.

Benefits

• Health insurance coverage.
• Dental insurance coverage.
• Life insurance coverage.
• Retirement savings plan (401k).
• Paid holidays and vacation time.
• Professional development opportunities.