Executive Assistant

Application Instructions

• Complete all sections and fields on the application and attach all required documents - incomplete applications may not be considered.
• Include all relevant education, training, and/or experience on the application.
• Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.
• For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.
• For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.

Description Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. Summary Description Under general direction from a college Vice President, performs a variety of highly responsible, complex, and sensitive executive, administrative, analytical, and operational support functions in support of an assigned college Vice President’s Office; serves as a trusted strategic partner in coordinating workflows, analyzing information, and supporting institutional priorities; and provides information and assistance to administration, academic and classified staff, students, and the public.

DISTINGUISHING CHARACTERISTICS An incumbent in this classification independently performs a full range of highly responsible and complex executive support duties and confidential assistance requiring advanced judgment, discretion, and critical thinking, as well as administrative duties, for assigned functions of a college Vice President’s Office. Incumbents proactively manage competing priorities, anticipate needs, and recommend process improvements, receiving instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the work unit and entire college.

REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Participate and assist in the administration of a college Vice President’s Office; assist the assigned Vice President in meeting reporting requirements, functional responsibilities, and research objectives; provide complex and responsible executive and confidential support including coordination of sensitive personnel matters, employee relations, student conduct, equity, compliance, and risk-related matters; relieve the assigned Vice President of a wide variety of clerical, technical, and administrative detail; support in organizing functions and activities promoted by the District or college; may assist the Vice President in ensuring the confidentiality, due process, and regulatory compliance across all assigned functions.

Plan, organize, and optimize executive office operations; coordinate, oversee, and evaluate the flow of work for accuracy, timeliness, and alignment with institutional priorities; analyze workflows and recommend improvements using data, technology,

and best practices; maintain and monitor critical timelines, deliverables, and commitments.

Utilize modern office productivity and collaboration platforms to manage calendars, schedules, communications, and documentation; coordinate and arrange in-person, hybrid, and virtual meetings; coordinate activities with colleges, including other divisions and departments; support travel planning and reimbursement; utilize video conferencing, shared workspaces, and cloud-based tools to support collaboration.

Participate in the selection, onboarding, and training of classified and academic employees when assigned; assign, schedule, train, and provide work direction to lower-level staff and student workers as assigned; monitor workloads and provide coaching and feedback; prioritize work assignments; review and validate completed work for accuracy; determine…