Executive Assistant to the College President

Executive Assistant to the College President
North Orange County Community College District

Position number: 2015942P
Location: Cypress College
Department: CC President’s Office Administration
Percentage of Employment: 100%
Months of Employment: 12 Months Per Year
Work Schedule: Monday- Friday, 8:00 AM - 5:00 PM (Schedule and shift are subject to change in accordance with department needs.)

JOB DESCRIPTION

Executive Support

Provides comprehensive support to the College President, including managing schedules, preparing briefing materials, and coordinating executive communications.

Handles highly confidential and sensitive information with discretion.

Prepares and manages the President’s correspondence, reports, and presentations.

Sets up and coordinates formal appeal hearings, including but not limited to panel members from other colleges; composes and distributes formal hearing documents and decision letters.

Board and Reporting Support

Coordinates the preparation and submission of board items, ensuring accuracy and compliance with deadlines.

Assists with the compilation and analysis of data for state and federal reporting, audits, and program reviews.

Special Event/Project Coordination and Accreditation Process Support

Plans, oversees, coordinates, and promotes a wide array of District and/or campus-wide special events, ceremonies, and projects in support of the President’s Office and/or the District/campus initiatives, goals, and objectives including but not limited to receptions, welcome events, commencement, opening day, and investitures. Partners with District and campus departments and staff to organize, schedule, and execute assigned special events and projects. Identifies, negotiates, and contracts with external vendors, speakers, and/or other individual or organizational entities for services provided.

Partners with internal and external departments and organizations to promote and market events throughout the District, campus, and local communities.

Assists President with Accreditation Team site visits including but not limited to site tours and meeting coordination and administrative support, as needed. Ensures compliance with accreditation requirements.

May participate as a member of the campus accreditation team.

Budget and Fiscal Support

Tracks, monitors, and reconciles assigned budgets; reviews and verifies account activities, identifies errors or inconsistencies, and works with accounting to make appropriate adjustments.

Performs routine accounting responsibilities related to Grants, HSI budget, assigned program budgets, and all budgets under the president’s control; prepares and generates accounting or budgeting reports, as directed.

Communication, Collaboration, and Coordination

Collaborates with the President’s executive team to support strategic initiatives, program reviews, and accreditation efforts. May assist with identifying and addressing gaps in business processes and areas of improvement across the organization and makes recommendations to improve the effectiveness in the decision-making process.

Acts as a liaison between the President’s office and other college departments, as well as external organizations.

Manages the President’s electronic communication systems, ensuring seamless interactions with internal and external stakeholders.

Support for Onboarding/Offboarding

Supports the President in managing the onboarding and offboarding processes for executive staff, with a focus on adhering to collective bargaining agreements.

Provides guidance on interpreting and applying collective bargaining agreements in executive operations.

Technology and Process Improvement

Utilizes advanced technology for communication, data analysis, and presentation creation.

Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.

Diversity, Equity, and Inclusion

Champions DEIA initiatives on behalf of the President’s office.

Ensures that all department operations and interactions promote inclusivity and equity.

General

Performs other related duties that support the overall objective of the position.

WORKING RELATIONSHIPS

The incumbent engages and maintains contact with various District administrators, management, faculty, staff, students, vendors, government agencies and organizations, higher educa…