Executive Assistant

About the role

The role supports the Vice President of a college's Office, performing a variety of executive, administrative, analytical, and operational support functions. Duties include assisting with administrative tasks, managing workflows, and providing confidential support.

Responsibilities

• Assist in the administration of the Vice President’s Office
• Support the Vice President in meeting reporting requirements and research objectives
• Coordinate sensitive personnel matters, employee relations, student conduct, equity, compliance, and risk-related matters
• Manage calendars, schedules, communications, and documentation
• Coordinate and arrange meetings, travel planning, and reimbursement
• Screen communications and inquiries, respond to sensitive matters, and communicate information
• Ensure Board agenda items and supporting documentation are accurate and submitted within District timelines
• Prepare and distribute narrative, statistical, and financial reports
• Manage and monitor budgets, allocate funds, and process budget/expense transfers
• Provide staff support to standing and ad hoc committees and other groups
• Interpret and apply policies and procedures, and process sensitive complaints and requests for information
• When assigned to an instructional division: develop and proofread the schedule of classes, manage course/curriculum development, and ensure facility use and grade/attendance record submission

Requirements

High school diploma or equivalent. Bachelor’s degree preferred. Relevant work experience in a professional setting, preferably in an administrative or executive capacity. Proficiency in Microsoft Office Suite and familiarity with modern office productivity and collaboration platforms. Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. Excellent written and verbal communication skills, with the ability to interact professionally with diverse stakeholders. Proficiency in data analysis and report preparation. Experience with digital records management and data privacy practices.

Qualifications

• Knowledge of operational characteristics, services, and activities of the Vice President’s Office
• Pertinent federal, state, and local laws, codes, and regulations
• Office procedures, methods, and equipment including computers and applicable software applications
• Work organization and office management principles and practices
• Principles, practices, and procedures of budget preparation and administration
• Statistical procedures and mathematical concepts
• Modern executive office operations, business processes, and enterprise technology ecosystems
• Data analysis, reporting, and information synthesis techniques
• Budget preparation, monitoring, and financial reporting principles
• Digital records management, data privacy, and information security practices
• Professional communication, document production, and presentation standards

Skills

Proficiency in Microsoft Office Suite and modern office productivity and collaboration platforms. Strong organizational and attention to detail skills. Excellent written and verbal communication abilities. Proficiency in data analysis and report preparation. Experience with digital records management and data privacy practices.

Benefits

Comprehensive benefits package including health insurance, retirement plans, paid time off, and more.

Pay

$60,000 - $70,000 annually.

Schedule

Full-time, Monday through Friday, 8:00 AM - 5:00 PM. Occasional evening and weekend work may be required.