Executive Assistant - Workforce Solutions & Innovation

Executive Assistant To The Vice Chancellor For Workforce Solutions & Innovation

CCCS is hiring a new Executive Assistant to the Vice Chancellor for Workforce Solutions & Innovation. We're looking for someone who has a proactive, personal communication style and is excited to implement emerging technologies (like AI) into their work. If you're looking for an opportunity to work for a mission-driven organization that helps Coloradans access new career pathways or grow in their current careers, this position may be for you!

In this role you'll be responsible for providing a high level of confidential and executive administrative support for the Vice Chancellor for Workforce Solutions & Innovation (VC), while ensuring efficient and effective operations for the Workforce Solutions & Innovation (WSI) division. This position relieves the VC of operational and administrative details and performs administrative functions that require thorough knowledge of CCCS policies and procedures.

The person in this position is expected to work in the office 3 days per week.

Duties & Responsibilities

• Manage various administrative responsibilities needed to achieve the goals of the Workforce Solutions and Innovation division. This work includes problem solving, facilitating confidential communication, and completion of joint projects with other units or campuses. Ability to use AI tools to develop automated workflows to assist in the organization of materials for the VC is especially desired.
• Manage and oversee the VC's calendar. Schedule and manage all appointments, meetings, conferences, speaking engagements, special events, and other commitments, while maintaining an efficient flow of information between all levels of the VC's internal and external constituents.
• Assist in preparing the VC for external engagements. This includes flushing out logistics leading up to and for the day of the engagement and preparing briefing documents.
• Design, develop, and execute division events including summits, conferences, and council meetings. Plan, locate, and reserve meeting facilities, advertise the meeting, send invitations and track RSVPs, contract with catering vendors for food requirements, procure necessary equipment, process expense reimbursements, and prepare and send out meeting agendas and minutes.
• Serve as the primary point of contact for the Workforce Solutions & Innovation division and act as a liaison between the VC, System Office staff, college staff, and others.
• Coordinate the budget for the WSI Division. Prepare and submit a variety of purchasing transactions necessary to support the Division.
• Establish division procedures then prepare and coordinate flow of work by identifying, prioritizing, evaluating, and choosing the most efficient way to complete written and verbal assignments.
• Manage signature and approval processes, including routing documents for review, tracking approval status, ensuring timely turnaround, and maintaining accurate records of signed/approved materials.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

• Bachelor's degree or an equivalent combination of education and/or experience.
• Two years of professional experience providing executive or high-level administrative services, that includes managing projects, dissemination of organization communications, and event planning and coordination.

Competencies/KSAs

• Proficient in Microsoft Office 365 Suite products sufficient to schedule, compose, create, modify and save calendars, memos, letters, documents, reports, charts, sites, presentations, etc.
• Ability to effectively manage projects, including tracking deliverables and monitoring deadlines.
• Proficient in developing, interpreting, and monitoring complex budgets.
• Demonstrated understanding of and commitment to diversity, equity, inclusive excellence, access, social justice; a genuine broker of diverse ideas and points of view.
• Demonstrated understanding of and commitment to integrity and ethical behavior.
• Exceptional problem solving and negotiation skills, with the ability to work across organizational boundaries to drive closure of complex delivery challenges.
• Strong written and verbal communication skills, with the professional confidence and credibility to effectively engage and interact with senior and executive management.
• Creative thinker to conceptualize project content and then have the organizational mind to create a pragmatic plan of action.
• Attention to detail, particularly in the proofing or review of reports and written communications.
• Current knowledge and understanding of administrative processes and procedures used in the operation of a large organization and the ability to effectively apply knowledge to other applications.
• Able to work collaboratively with teams to produce results.
• Demonstrated ability as a self-starter with a positive attitude in order to successfully navigate change, ambiguity, and setbacks.
• A high level of integrity and discretion in handling confidential…