Executive Assistant

San Mateo County Community College District

Life at work

Experience the culture & work with the people that make our college district special. Discover diverse career opportunities at SMCCCD.

Enjoy the benefits

Health & Wellness benefits, employee housing, and work/life balance.

Make a difference

A destination to express your passion, develop your career goals, and make a difference in the community.

Lead and Inspire

Take on new challenges and influence change.

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

Required Application Materials

All applicants are required to submit:

1. A completed online District application form (go to to complete the application and to apply for this position).
2. A resume that details all relevant education, training, and other work experience.
3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.

Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills, and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

Position Information

Posting Number: 20141888S

Position Title: Executive Assistant

Location: Skyline College

Department: Instruction SKY (DEPT)

Position Number: 2C0002

Percentage of Full Time: 100%

FLSA: Non-Exempt (accrues overtime)

Months per Year: 12

Min Salary: $91,344 (annual)

Max Salary: $116,712 (annual)

Position Type: Classified Positions

The Position

The Executive Assistant performs paraprofessional work related to providing a variety of technical, coordinative and other support services to senior administrative staff. Under direction, the position is responsible for moderate to complex assignments, such as research and reporting; project and/or staff coordination and follow-up; facilitating meetings; planning and implementing workshops and special events. Public contact is extensive and can include staff, students, outside agencies and organizations for the purpose of exchanging policy and procedural information. A high degree of independent judgment and creativity is required to create original materials, plan and implement major workloads and to provide input into workflow and project planning and implementation.

Duties and Responsibilities

• Exchanges information with staff, students, other educational institutions, funding, regulatory and other outside agencies and organizations, and the general public regarding College and District policies, procedures, timelines, staffing, contracts, event planning and other issues.
• Represents administrative staff at a variety of meetings as assigned.
• Sets up and maintains a complex management calendar for Vice President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops.
• Monitors budgets and makes recommendations and allocations; prepares purchase requisitions and contracts; and prepares appropriate conference and expense reports.
• Drives a motor vehicle to attend workshops, meetings and other events to present and/or obtain current information used to develop original materials or make modifications to existing procedures.
• Confers with administrative staff regarding moderate to complex projects and workflow.
• Researches, compiles data for, designs, formats and prepares statistical, financial, demographic and other data for special and regular reports and databases, using a variety of computer and presentation software.
• Makes recommendations for changes to procedures, workflow and policies.
• Sets up and maintains a library of resource materials on a variety of topics.
• Trains, supervises and evaluates the work of clerical and other staff as assigned.
• Takes and transcribes meeting notes as assigned.
• Coordinates staff in other College and District units on special and regular projects.
• Takes initiative and plans project timelines, organizes and coordinates with administrative staff while adhering to demands and tight deadlines to produce outcomes and deliverables.
• Composes correspondence, survey responses, memoranda, brochures, training materials, handbooks and other reference materials as assigned.
• Works collaboratively and professionally with staff and administration in the Vice President office.
• Sets up and maintains confidential and other documentation and files.
• Performs other related duties as assigned.

Minimum Qualifications

• A combination of education and experience equivalent to possession of an Associate’s degree in business administration, office administration, or a closely related field.
• Successful complex clerical experience of increasing responsibility.
• Demonstrated cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff.
• Demonstrated skill in written and oral communication, including public speaking.
• Experience with the organization and implementation of various complex office procedures and forms.
• Experience with training and supervising the work of others.
• Skill in the use of a variety of computer software to compose and prepare correspondence, reports, presentations, and other written materials.
• Skill in project planning and implementation.
• Experience with research and compiling data for, formatting, and preparing statistical, financial, and other reports.
• Demonstrated skill in multi-tasking, prioritizing workloads, and working independently.
• Demonstrated skill in working as part of a customer service team.

Knowledge, Skills and Abilities

• Knowledge of the policies and procedures applicable to a major District or College administrative unit.
• Knowledge of the techniques used in research.
• Skill in using a variety of spreadsheet, presentation and other computer software.
• Skill in project and event planning, staffing, implementation and evaluation.
• Skill in directing and evaluating the work of others.
• Skill in handling confidential records and public contact.
• Skill in multitasking with attention to details.
• Skill in communicating respectfully and sensitively with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds.
• Skill in oral communication, including public speaking.
• Skill in written communication.
• Ability to work effectively as part of a customer service team.

Physical Requirements

This classification requires visual comparison and acuity; manual dexterity; oral communication to small and large groups; attention to details; data analysis and logical sequencing; multitasking; work under deadline and other pressures; patience and sensitivity to others; discretion and tact; negotiating and persuasive communication; driving a motor vehicle; good memory; and strategic planning in order to perform the essential functions.

Preferred Qualifications

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date

10/02/2024

First Review Date

10/31/2024

Close Date

Open Until Filled: Yes

Conditions of Employment

Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions).
2. Submit verifications of prior employment.
3. Satisfactory references.
4. Successfully being cleared for employment through the background checking process.
5. Present original documents for proof of eligibility to work in the United States.
6. Approval of your employment by the SMCCCD Board of Trustees.
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment).

EEO Statement

The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Accommodations

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation requests and a copy of the Americans with Disabilities Act applicant procedures can be made by completing our: Applicant Reasonable Accommodation Request Form

Annual Security Report

San Mateo County Community College District’s (SMCCCD) 2024 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2021–2023) concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. The 2024 Annual Security Report also outlines various campus safety and security policies concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2024 Annual Security Report is now available on the Public Safety website. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000. The report includes information about criminal activity on our campuses, emergency procedures, and resources.