Executive Assistant to the President

Executive Assistant to the President

San Mateo County Community College District

Posting Number: 20141872S

Department: President's Office CAÑ (DEPT)

Location: Cañada College

Position Number: 3C0194

Percentage of Full Time: 100%

FLSA: Non-Exempt (accrues overtime)

Months per Year: 12

Min Salary: $108,300 (annual)

Max Salary: $138,312 (annual)

Position Type: Classified Positions

Under the direction of the College President, the Executive Assistant to the President performs specialized clerical and administrative support, including coordinating a wide variety of complex projects and assignments. The Executive Assistant will resolve problems and make independent decisions with minimum supervision. This role requires independent judgment while initiating and coordinating office procedures and timelines to provide support for the President's Office, analyzing situations accurately, and taking appropriate actions in identifying problems and recommending solutions. The employee initiates, implements, and coordinates other staff workloads and timelines to complete major projects and provide support for the President's Office. Public contact is extensive, involving Governing Board members, the Chancellor's Office, College and District staff, faculty, students, vendors, and other agencies for the purpose of exchanging policy and procedural information.

Duties and Responsibilities:

1. Works cooperatively with the College President to carry out the District's mission, vision, and goals by assisting and overseeing preparation of strategic planning agendas, minutes, and other materials.
2. Takes initiative to compose correspondence on matters not requiring personal responses of the College President and responds to various surveys; prepares confidential information including responses from the College President on grievances and legal matters.
3. Responds to and assists the College President in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance.
4. Screens mail for crucial and confidential matters requiring the College President's immediate attention.
5. Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals.
6. Sets up and maintains a complex management calendar for the College President, including appointment schedules and arrangements for special meetings.
7. Coordinates comprehensive travel arrangements and prepares documentation for travel and reimbursements.
8. Plans and coordinates administrative unit and college-wide events and activities.
9. Coordinates, compiles, organizes, prepares, and oversees the production of agendas, minutes, meeting materials, and maintains official records.
10. Serves as a liaison for the College President with the community and staff.
11. Uses standard software applications to compose and prepare correspondence, reports, presentations, and other materials.
12. Researches and compiles data for statistical, financial, and other reports.
13. Monitors budgets for the College President and makes recommendations regarding expenditures.
14. Plans, organizes, coordinates, and directs office workflow and makes workload assignments in the President's Office.
15. Trains and leads the work of other administrative support staff.
16. Performs other related duties as assigned.

Minimum Qualifications:

1. A combination of education and experience equivalent to possession of an Associate's degree in business administration or a closely related field.
2. Successful complex clerical experience of increasing responsibility.
3. Demonstrated cultural competence and sensitivity to diverse backgrounds.
4. Experience with various complex office procedures and forms.
5. Experience with training and leading the work of others.
6. Experience with a variety of computer software to compose and prepare materials.
7. Demonstrated skill in multi-tasking and prioritizing workloads.

Open Date: 09/04/2024

First Review Date: 10/03/2024

Open Until Filled: Yes

Special Instructions Summary:

All applicants are required to submit:

1. A completed online District application form.
2. A resume detailing relevant education, training, and work experience.
3. A cover letter addressing cultural competence and qualifications.

For questions related to this posting, please contact the SMCCCD Office of Human Resources.

EEO Statement: The San Mateo County Community College District is an Equal Opportunity Employer.

Accommodations: Applicants who have disabilities may request special accommodations.