Executive Assistant – Office of yehaw / Office of Planning & Institutional Effectiveness (E)

Salary: $93,840 yearly, depending on qualifications and experience.

About the role

The Office of yehaw provides leadership and support for equity, diversity, and inclusion education and implementation for Shoreline College. Through the yehaw Center for Student Empowerment and the Benefits Hub, the Office of yehaw delivers direct student support and services that intentionally address student retention and institutional transformation. This position also supports the Office of Planning & Institutional Effectiveness (PIE), which furthers the College's mission by providing accurate, timely, and actionable information to facilitate evidence-based planning, decision-making, and continuous improvement. PIE handles compliance reporting, business intelligence, and institutional research.

The Executive Assistant will support both the Vice President of Diversity, Equity, and Inclusion and the Associate Vice President of Planning and Institutional Effectiveness.

Responsibilities

• Provide confidential and executive-level administrative support to the VP-DEI and AVP-PIE.
• Coordinate daily administrative operations, including purchasing, print services, travel arrangements, and budget reconciliation.
• Determine appropriate action steps on projects; monitor project status and document flow; draft and prepare correspondence and other written materials.
• Relay messages and instructions; inform VP-DEI and AVP-PIE on relevant matters.
• Manage and maintain the VP-DEI and AVP-PIE’s calendars, plan and schedule meetings.
• Receive and triage visitors, phone calls, emails, and mail for the DEI Office.
• Draft, proofread, and edit written communication, including emails, letters, memorandums, reports, agendas, and minutes.
• Support assigned councils, committees, or events by distributing agendas, taking minutes, maintaining files, reserving meeting spaces, and managing hybrid meeting technology.
• Monitor, reconcile, and correct the Office of yehaw and PIE budgets as needed.
• Maintain the Office of yehaw and PIE web/intranet presence, ensuring accurate and timely information while complying with legal requirements.
• Manage the research, curation, and organization of posted content for assigned projects.
• Coordinate employee and student attendance at Office of yehaw conferences (e.g., FSOCC, NCORE), including application procedures, timelines, and pre/post-conference logistics.
• Coordinate projects and ongoing functions with multiple partners under competing deadlines.
• Support policy and procedure updates, including campus communication.
• Stay current with laws, regulations, and technology affecting the area of responsibility.
• Exercise discretion, maintain confidentiality, and handle sensitive situations with tact and diplomacy.
• Promote an environment supportive of the College’s mission, vision, and strategic direction.
• Collaborate with other senior administrators, demonstrating a positive attitude and teamwork.
• Coordinate major division events, including workshops, keynotes, and community-based events sponsored by the Office of yehaw.
• Represent the College in a professional and proficient manner.
• Perform other duties of a similar nature or level as assigned.

Requirements

• Bachelor’s degree from an accredited institution or equivalent education/experience.
• Four (4) years of progressive administrative support experience.

Skills

• Knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint), Microsoft 365, and Adobe Acrobat.
• Familiarity with equal employment opportunity (EEO) law, the Americans with Disabilities Act (ADA), and related regulations.
• Experience with Omni Update or similar website maintenance applications.
• Understanding of effective budgeting principles and practices, including fund reconciliation.
• Experience with ctclink (PeopleSoft) or similar enterprise resource planning software.
• Knowledge of diversity, equity, and inclusion activities/resources within a higher education environment.
• Ability to contribute to equity, diversity, and inclusion work by fostering a climate of multicultural appreciation and awareness.
• Experience working effectively within diverse environments at all levels inside and outside the College.
• Strong written communication skills, including research, content production, editing, proofreading, and data presentation.
• Ability to maintain accuracy and consistency within established processes and procedures.
• Attention to detail, time management, multitasking, and handling competing deadlines with multiple partners.
• Ability to remain calm and adapt to changing needs due to emergent situations.
• Skill in handling sensitive situations using independent judgment within legal guidelines.
• Professionalism, tact, diplomacy, discretion, and integrity when working with diverse internal and external groups.

Schedule

This is a full-time administrative/exempt position. Work is primarily performed on campus, with limited remote opportunities based on program or area needs. The role may require working weekends and evenings as needed.

Pay

Initial salary placement is determined by the College based on education and experience. The starting salary for this position is $93,840 annually.