TEMPORARY Executive Assistant to the Vice Chancellor (Confidential)

TEMPORARY Executive Assistant to the Vice Chancellor (Confidential)

Salary: $37.53 - $46.16 Hourly
Location: Districtwide, CA
Job Type: Provisional (Vacant Position Only)
Division: DO Personnel Commission
Job Number: 202600002-T
Closing: 10/30/2026 11:59 PM Pacific

General Purpose

Under general supervision, performs executive level administrative support to a Vice Chancellor; creates and maintains documents, reports, records and files required for work processes; performs research and oversees small administrative projects; assists in budget development and tracking; performs complex scheduling and calendaring; staffs committees; takes and posts agendas and minutes; regularly interacts with the Chancellor’s Office, Board of Trustees and elected officials; coordinates event logistics; and performs related duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Provides clerical and administrative support to a Vice 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; ensures materials, contracts, reports and documents for signature are accurate and complete.
• Drafts for review, types and/or transcribes highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implications; renders confidential assistance to other executives as necessary.
• Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of matters; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online; prioritizes requests 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 action to resolve issue.
• Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public; maintains a variety of calendars; tracks pending matters and contracts.
• Researches and gathers background materials and documents needed to draft recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to executive for review.
• Attends and provides administrative support to a variety of committees and other District meetings; participates in the preparation of the agenda, presentations and meeting packets; may take verbatim meeting notes or transcribe recordings; keeps minutes and records of assigned committees in accordance with the Brown Act; maintains committee records and disseminates and tracks all formal actions and outcomes.
• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
• Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders; reviews travel and conference expense forms; monitors multiple budgets from a variety of funding sources; participates in grant administration functions including basic grant writing, collecting program data and generating performance reports.
• Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains records and data on Board web pages.
• Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules a…