Performs a variety of technical and complex administrative support duties for a senior-level administrator. Coordinates and performs administrative projects involving research, analysis, and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates workflow and support activities for the office and often for programs involving other organization units and grants.
Distinguishing Career Features:
The Executive Assistant is part of a multi-level career path encompassing technical and administrative support to an executive team. Executive Assistants focus on applying advanced administrative skills to plan, coordinate, oversee, and perform a wide range of complex, diverse, and confidential functions and activities for the executive in a highly visible and changing environment. Advancement to Executive Assistant requires at least two years of experience as an Administrative Assistant within a higher education setting, or equivalent, and a demonstrated ability to serve higher level administrators and functions. Executive Assistants typically report to a College President, Vice Chancellor, or other position of similar scope of responsibility and extensive, span-of-control, project, program, and outreach requirements. Executive Assistants complete, coordinate, and blend work assignments requiring confidentiality. applying in-depth understanding of the functions and procedures of the division or campus, and working knowledge of the other divisions.
Essential Duties and Responsibilities:
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
Provides confidential and complex administrative support to a cabinet-level executive. Organizes, prioritizes, and facilitates information flow in support of the executive and among other organization units and campuses.
Initiates and responds to a wide range of contacts with administration, faculty, staff, students, consultants, agencies and the public, which require sensitivity, good judgment, and ability to maintain confidentiality.
Compiles and prepares data and information for management team regarding certificated and classified employee negotiations.
Composes and finalizes correspondence, reports, and other written communications often of a confidential nature. Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and sets up internal procedures for monitoring performance.
Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information and solutions that may require sensitivity to the caller or subject matter, or routing calls to administrators or other proper source.
Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit, campus, and District. Conveys policies and procedures, referring difficult matters to the executive.
Maintains the executive's calendar. Schedules appointments and arranges meetings, as directed. Prepares schedules and informs participants, confirming dates and times. May initiate hotel, conference, and travel reservations as directed.
Performs special projects as assigned. Conducts research of file archives, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for top administration or to external agencies.
Provides administrative support to special processes such as, but not limited to cross-functional committees, advisory boards, and various meetings. Prepares agendas, prepares or compiles supporting documents, notes, minutes, meeting recollections, forms, revisions, and final documents to support proceedings.
Edits dictation and drafts for grammar, clarity, and accuracy; verifies facts and sources, as directed. Proofreads drafts of various documents.
Prepares reports and receives information which may be of a technical, legislative, or confidential nature.
Writes, maintains, interprets, and disseminates information and procedures; facilitates implementation of policies, procedures, or programs.
Prepares standard and non-standard contracts in collaboration with Risk Services or General Counsel; facilitates processes for approval of contracts through District administrative procedures and Board policies.
Prepares financial, statistical, and other reports for internal and external use. Sets up timelines for other work units to submit information. Compiles or facilitates reports into presentation formats, integrating text, and graphics.
Assists the executive with data gathering and research supporting development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.
Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities. Processes payroll documents and other timekeeping information.
Creates, organizes, and maintains private and confidential office, personnel, and project files for efficient retrieval and security.
Provides lead work direction, scheduling, and training to other secretarial and support staff. Coordinates assignments to optimize workflow and participates with other executive assistants in coordination and performance of projects, workflow, and preparation for Board proceedings.
Performs other duties as assigned that support the overall objective of the position.
Qualifications and Physical Demands
Knowledge and Skills:
The position requires extensive knowledge of a modern executive management office. Requires knowledge of modern office practices, procedures and equipment including but not limited to Microsoft Office Suite, mobile devices, digital filing systems, receptionist and telephone etiquette. Requires advanced knowledge of various methods of business letter and report preparation. Requires demonstrated skill in composing, proofreading, and preparing correspondence. Requires the critical thinking and analytical skills to quickly adapt and understand District, campus, and divisional operations, policies, procedures, and calendars. Requires a well-developed knowledge of, and skill at using software applications and programs that support this level of work, including but not limited to, word processing, spreadsheet, presentation graphics, special applications used for decision support, and data entry into custom databases. Requires the ability to access and use internal and external computer applications for reporting, setting schedules, and publicizing activities of the executive and organization unit. Requires skill at facilitating problem-solving processes. Requires sufficient math skills to understand financial and statistical record keeping used to maintain and track approved budgets and projects. Requires well-developed knowledge of proper spoken and written English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires well-developed human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, convey technical concepts, and handle private and confidential information.
Requires the ability to independently perform all of the duties of the position. Requires the ability to perform highly skilled administrative work in a major executive office; handling administrative details with professionalism and confidentiality. Requires the ability to receive and disseminate confidential information appropriate to the executive office and audience receiving information. Requires the ability to read, understand, interpret, and apply rules, regulations, policies and other difficult written materials in a wide variety of situations and applications using sound judgment appropriate to the executive office. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District, College, and division organization, operations, programs, functions, special terminology, to relieve the executive of a variety of administrative details. Requires the ability to learn and apply Education Codes and other policies and rules within a reasonable time. Requires the ability to organize and sequence steps that enable production of reports, special projects, and meetings. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Requires the ability to work independently, plan, organize and prioritize work in order to meet schedules and timelines within business and academic calendars. Requires the ability to work independently, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling, and managing time. Requires the ability to accept responsibility for decision making, think critically and apply good judgment in recognizing scope of authority. Requires the ability to communicate with administrators, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the District and its campuses. Ability to work under adverse conditions such as frequent interruptions. Ability to interact effectively with a wide variety of constituencies in a wide range of situations requiring judgment, tact and diplomacy both in person and over the telephone. Ability to understand and carry out oral and written instructions and direction.
Education and Experience:
The position requires an Associate's Degree in a related field, or equivalent and 6-8 years of progressive secretarial and administrative support experience, including two years in the equivalent capacity to an Administrative Assistant. Or, any combination of education and experience that would provide the required qualifications.
A Bachelor's degree is preferred and may substitute for some experience.
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various district locations. Requires the ability to use near vision to read printed materials. Requires auditory ability to carry on conversations in person and over the phone. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and to operate other standardized office equipment, almost constantly requiring repetitive motions. Ability to lift up to 15 pounds.
Licenses and Certificates:
?May require a valid driver license.
Work is performed indoors where minimal safety considerations exist.
Conditions of Employment
This is a full-time, 12-month per year, Confidential position. The normal hours of work will be 8:00 am to 5:00 pm, Monday through Friday. Flexible schedule and weekends might be necessary to address the needs of the job duties, programs and/or students. The effective date of employment will be arranged with the supervisor. The District reserves the right to extend, modify, or eliminate this position based upon available funds.
Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910).
The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.
Requires the ability to function primarily indoors in an office environment engaged in work of primarily a sedentary nature. Requires sufficient ambulatory ability to move about office and remote locations. Requires auditory ability to carry on large audience, work team, and telephone conversations. Requires near and far visual acuity to operate a motor vehicle, read printed material, computer screens, and observe physical layouts. Requires manual and finger dexterity to write and operate computers and other office equipment. Requires the ability to alternatively sit and stand for sustained periods of time to deliver presentations and walk through military educational environments.
Work is performed indoors where minimal safety considerations exist.
ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310 (Download PDF reader) (Download PDF reader)) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.
APPLICATION REQUIREMENTS: To be considered for this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:
A complete Coast Community College District Online Employment Application.
A current resume (uploaded as a separate attachment - PDF recommended).
A cover letter (uploaded as a separate attachment - PDF recommended).
Answers to all supplemental questions (please provide clear and detailed responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A").
Submission of all required application information and materials is the responsibility of the applicant.
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.
Information for TDD users is available by calling (714) 438-4755.
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.
All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is required that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.
The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College. The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.
Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.