Executive Assistant; Confidential​/VP – Student Services

Executive Assistant to Vice President – Monterey Peninsula Community College

Provide complex, technical, and responsible assistance to a Vice President, including administrative support, research, budgeting, scheduling, meeting coordination, and confidential information management.

• Organize and manage the day‑to‑day operations of the Vice President’s office, ensuring efficient operations and meeting critical deadlines.
• Act as liaison for the Vice President’s calendar and administrative matters with the Superintendent/President, other divisions, and constituents.
• Plan, organize, track, and maintain electronic and physical files and documentation; research, compose, and compile correspondence, reports, and official communications.
• Prepare and maintain the division’s master calendar and coordinate preparations for meetings, events, reporting, and collective bargaining.
• Coordinate the preparation of divisional and committee meeting agendas, attend meetings, record proceedings, take and post minutes, and ensure compliance with Brown Act requirements.
• Provide technical information and training on division operations, standards, requirements, timelines, policies, and procedures.
• Coordinate divisional administrative processes for hiring, leave and time off tracking, and faculty, staff, student, and contractor evaluations.
• Coordinate submission and approval of staff timecards, personnel action forms, and payroll documentation; assist the Payroll Department with payroll issues.
• Monitor assigned budget(s); process requisitions, purchase orders, and budget transfers; assist with travel arrangements and expense claims; order office supplies and track licenses.
• Schedule and coordinate staff trainings and professional development meetings; maintain mandatory training attendance records; coordinate logistics for district events.
• Lead, provide work guidance, and participate in scheduling, assigning, and monitoring work of other employees and student workers.
• Demonstrate sensitivity to and appreciation for diverse academic, socio‑economic, cultural, disability, gender identity, religious, sexual orientation, and ethnic backgrounds.
• When assigned to VP – Administrative Services: process and track claims, participate in insurance processes, and represent the district at related meetings.
• When assigned to VP – Academic Affairs: coordinate office administrative processes for enrollment tracking, faculty evaluation packets, and accreditation reporting.
• When assigned to VP – Human Resources: obtain new employee data, conduct onboarding, and assist with required reporting and background checks.
• When assigned to VP – Student Services: support the Behavioral Assessment Resource Team and coordinate the Commencement Ceremony.
• Other duties: attend meetings, represent the area, and perform related duties as assigned.

Any combination of experience and training that provides the required knowledge and abilities. A typical path:

• Completion of two years of college‑level coursework in office administration or a related field.
• Three years of complex, high‑level administrative support experience with analytical and technical skills.

• Valid California driver’s license.
• Associate degree.
• 3+ years of executive‑level administrative support, preferably in higher education or public sector.
• Fluency in English and Spanish.
• Understanding of student services functions (admissions, financial aid, counseling, EOPS, DSPS).
• Experience working in union environments and knowledge of collective bargaining.
• Experience with Banner or ERP systems, Board Docs or governance software.
• Proficiency in Google Suite, Adobe Acrobat and Creative Cloud.
• Marketing background or event communications experience.
• Experience managing event budgets.

• Modern office administration practices and procedures.
• Interpersonal skills: tact, patience, courtesy, public relations techniques.
• District divisions, departments, and shared governance committees.
• District payroll and accounting processes.
• District budgeting, purchasing, travel, and expense reporting.
• Federal, state, local laws, regulations,…