Executive Assistant to the Vice President and Chief Civil Rights Officer

Equal Opportunity and Nondiscrimination Statement In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.Location:Claremont, CAJob Posting Title:Executive Assistant to the Vice President and Chief Civil Rights OfficerJob Details and Requirement:

Basic Function The Executive Assistant to the Vice President and Chief Civil Rights Officer provides direct support to the Vice President and Chief Civil Rights Officer and serves as a key member of the team. The Executive Assistant exercises excellent independent judgement, discretion, and displays strong organizational abilities in the execution of high-level administrative responsibilities. This position collaborates with various members of the Vice President’s team and all departments campus-wide.

Essential Functions DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

Reporting to the Vice President and Chief Civil Rights Officer, the Executive Assistant performs the following essential duties and responsibilities:

• Work closely with the Vice President and Chief Civil Rights Officer (VP and CCRO) to communicate both verbal and written priorities, process, procedures, and updates.
• Represent the VP and CCRO as the initial point of contact and act as the liaison with staff, faculty, students, and other stakeholders as needed.
• Draft correspondence for the VP and CCRO and respond on their behalf to inquiries. Execute and distribute all correspondence in a timely manner.
• Create presentations and reports for the VP and CCRO using various software, graphics, PowerPoint, and Excel pivot tables as needed.
• Prepare, track, and monitor the VP and CCRO’s annual budget, including discretionary funds, p-card reconciliation, and provide regular updates.
• Effectively and accurately manage the VP and CCRO’s schedule, including scheduling meetings, arranging Zoom meetings, coordinating catering, and other logistics as needed.
• Serve as strategic advisor to the VP and CCRO, including providing suggestions and valuable feedback as needed.
• Exercise significant discretion and independent judgement in acting on behalf of the VP and CCRO and completing various administrative tasks on their behalf as needed.
• Coordinate and prepare meeting agendas, serve as back-up in attending meetings as needed, and accurately record meeting minutes and distribute meeting minutes in a timely manner.
• Organize special events on behalf of the VP and CCRO such as luncheons, dinner parties, receptions, scholarly visitors, and other College related events as needed.
• Negotiate and collaborate with outside vendors for various College related events, supports special projects and events as needed.
• Oversee document storage, manage document and data warehousing and document retrieval system to maintain accurate records and archives.
• Assemble various meeting materials, agendas, reports, and other presentation materials as needed.
• Maintain oversight of and manage confidential information.
• Process invoices, expense reports, and reimbursements as needed.
• Perform other related duties according to the needs of the College or department as needed.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

• Demonstrate a background of working directly with people from diverse racial, ethnic, geographic, and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.
• Follow directions and work collaboratively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude, sense of warmth, and empath…