Executive Assistant - Office Provost

General Summary

This position provides high‑level, confidential, and complex administrative support to the Provost/Vice President for Academic Affairs and to the academic affairs division.

• Organize and complete varied and complex administrative duties for the provost while maintaining confidentiality and current knowledge of CCD guidelines and CCCS policies and procedures.
• Serve as a liaison and first point of administrative contact.
• Represent the Office of the Provost in communication with internal and external departments, organizations, and groups through phone, email, meetings, and one‑on‑one conversations.
• Direct calls and inquiries to the appropriate department or individual.
• Exercise initiative, judgment, and independence when problem‑solving.
• Manage the provost’s calendar including scheduling appointments and prioritizing activities and events.
• Schedule and organize provost meetings to determine location, create agendas, and organize background material; keep minutes and archive as needed.
• Compose, compile, curate, and prepare correspondence and documentation; pull data, create spreadsheets and reports from draft or verbal instructions.
• Proofread documents prior to provost’s signature including reports, letters, memoranda, and statistical charts.
• Establish and modify work processes for efficiency within the department.
• Coordinate travel arrangements for the provost.
• Perform special projects and assignments as requested.
• Monitor expenditures and reconcile budget; plan budgetary expenditures for the year with CCD’s fiscal services.
• Review provost org budget requests and approve on behalf of provost for expenses under $3,000.

• Organize and complete varied and complex administrative duties for the Academic Affairs Division while maintaining confidentiality and current knowledge of CCD guidelines and CCCS policies and procedures.
• Answer questions and provide information to campus faculty, staff, and the public regarding Academic Affairs policies.
• Manage the Academic Divisional calendar including all divisional, college‑wide, and CCCS‑wide events, reminders, and deadlines.
• Schedule and organize Academic Divisional meetings; determine location, create agendas, organize background material; keep minutes and archive decisions.
• Ensure divisional guidelines and standards of practice are accurate, up‑to‑date, and reviewed; submit guidelines to Brain Trust for final approval after divisional approval.
• Establish and modify work processes for efficiency within the division.
• Coordinate travel arrangements for the academic deans.
• Compose, compile, curate, and prepare correspondence and documentation; pull data and create spreadsheets and reports from draft or verbal instructions.
• Organize and maintain the Academic Affairs SharePoint and Teams sites, keeping them updated, accurate, and relevant.
• Review and analyze budget reports for the academic affairs division.
• Serve on college committees as a representative from the Office of the Provost and Academic Affairs Division.
• Work with college stakeholders to ensure compliance with college procedures and processes.

Other duties as assigned.

Education and experience:

• Associate’s degree from an accredited college or university and five (5) years of progressively responsible administrative or office‑management experience.
• Bachelor’s degree from an accredited college or university and three (3) years of progressively responsible administrative or office‑management experience.

Required experience and skills:

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, including calendar).
• Strong written, verbal, presentation, and interpersonal skills.
• Ability to work collaboratively with people of diverse viewpoints.
• Strong organizational skills.
• Ability to work in a fast‑paced, high‑stress environment.
• Excellent grammar and spelling for document production, proofreading, and editing.
• Ability to manage and analyze multiple priorities and activities and to plan long and short‑term projects.
• Demonstrated skill in writing professional emails, using Excel…