Executive Assistant

Essential Duties and Responsibilities

• Provides clerical, administrative and executive level support to an Executive Director, Vice President or in the Office of the Chancellor.
• Composes and prepares memoranda, correspondence, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature.
• Drafts Board of Trustee documents and reports.
• Proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
• Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of division matters.
• Acts as liaison in coordinating calendars and matters between the executive's office and other departments, divisions, elected officials, students, community members and external entities.
• Maintains a variety of division calendars.
• Provides information and handles issues that may require sensitivity and use of tact and independent judgment.
• Prioritizes requests by departments within the division and facilitates the completion of action items and the flow of information.
• Researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
• Gathers background materials and documents needed to draft recommendations and reports for committees, the Personnel Commission and the Board of Trustees.
• Attends meetings and provides administrative support to a variety of committees, student groups and other divisional meetings.
• Participates in preparation of the agenda, presentations and meeting packets.
• Keeps minutes and records of assigned committees in accordance with the Brown Act.
• Tracks status of action items and validates required deadlines are met.
• Coordinates meetings and events.
• Maintains committee records and disseminates all formal actions including minutes.
• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records.
• Creates and maintains electronic and physical filing systems.
• Coordinates personnel processes including for hiring and evaluation purposes.
• Ensures the accuracy of time cards and payroll documents.
• Coordinates the timely resolution of student and employee grievance and discipline processes.
• Creates and maintains spreadsheets and databases.
• Reviews, submits and tracks requests for payments and purchase orders.
• Reviews travel and conference expense forms.
• Calculates budget usage and fund percentages.
• Prepares budget variance reports and spending forecasts for management review.
• Tracks multiple funding sources.
• May participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
• Provides day-to-day lead work guidance and direction to other staff and student aides.
• Schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards.
• Provides information, instruction and training on work procedures and technical, legal and regulatory requirements.

Employment Standards / Minimum Qualifications

• Knowledge of office administrative and management practices and procedures.
• Advanced principles, practices and techniques used in customer service, public relations and community outreach.
• Provisions of the Brown Act and the Public Records Act.
• Bookkeeping and elementary accounting practices and procedures.
• Department services, program goals, objectives, policies, procedures and practices.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting systems operations, practices and procedures.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• College and District organization, rules, policies and procedures applicable to departmental and division operations.
• District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.