Executive Assistant To President & Secretary To Board Of Trustees

Under the supervision of the College President, the Executive Assistant performs advanced, diversified and confidential administrative and secretarial duties for the President and serves as the Executive Secretary to the Board of Trustees. The Executive Assistant to the President and Board of Trustees serves as Recorder for all shared governance transactions. This position requires broad and comprehensive experience, and skill and knowledge of college policies and practices.

This position serves as a liaison between the executive’s office, District staff, and the community members and provides information where judgment, knowledge and interpretations are necessary.

The position requires the exercise of independent judgment on complicated and difficult administrative matters involving sensitive and confidential information; willingness to flex work schedule to meet office of the President’s needs and perform related duties as required.

• Promotes a positive image of the College by greeting and receiving visitors to the President's office, responding to inquiries from diverse College publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding College policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
• Assists the President in oversight functions by preparing and distributing correspondence on the President’s behalf, reviewing, monitoring, and approving College forms and reviewing correspondence and documents prepared by other offices for the president’s signature.
• Serves as a liaison between the President and other College administrators, members of the Board of Governors, public and private officials, various boards, faculty, staff, students, and the various publics served by the College by gathering information and providing information to the President, preparing and maintaining Cabinet and Administrative Council meetings documentation, and representing the President’s Office on select College committees.
• Facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, setting menus, sending reminders and invitations, organizing catering, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
• Organizes and oversees various community-related relationships such as trade union partnerships, Adopt-A-Mile, and numerous volunteer-related and external relations.
• Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
• Records meeting minutes, creates PowerPoint presentations, sets up and moderates Zoom and Teams sessions using a variety of computer software, including word processing, presentation software and spreadsheet applications (Microsoft Office Suite).
• Assists with development and management of the budgets under control of the President's Office by maintaining budget records, reconciling and verifying the President’s credit card activities and receipts for accuracy, producing financial reports and summaries, and verifying and processing invoice payments and expense reports.
• Facilitates the efficient utilization of the President's time through development and coordination of a complex calendar, including making appointments and prioritizing the most sensitive matters. Creates a long-term schedule for the President and ensures the President attends all important meetings.
• Arranges the Presidential Scholarship and Accounting Scholarship award letters and recipient’s acceptance of scholarship. Contacts the Marketing Department for press release information on recipients.
• Maintains prompt and…