Executive Assistant to President

Executive Assistant to the President

Campus: Cañada College

FLSA Status: Non-Exempt

Salary

Schedule:

50

Bargaining Unit: Non-Represented

Months Per Year: 12

Hours Per Week: 37.5

Mandated Reporter: Yes

Campus Security Authority: No

Under direction of the College President, the Executive Assistant to the President performs difficult and specialized clerical and administrative support, including coordinating a wide variety of complex projects and assignments. There is an expectation that the Executive Assistant to the President will resolve problems and make independent decisions with minimum supervision. The Executive Assistant to the President exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for the President's Office, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions.

The employee initiates, implements and coordinates other staff workloads and timelines in order to complete major projects and to provide support for the President's Office. Public contact is extensive, and involves Governing Board members, the Chancellor's Office, College and District staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information.

A high degree of independent judgment and creativity is required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff and employee time. The Executive Assistant to the President may lead the work of other clerical staff, volunteers and student assistants as assigned.

Duties and Responsibilities

The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

• Works cooperatively with the College President to carry out the District's mission, vision, and goals by assisting and overseeing preparation of strategic planning agendas, minutes, and other materials
• Composes correspondence on own initiative on matters not requiring personal responses of the College President and responds to various surveys; prepares information of a confidential nature, including responses from the College President on grievances and legal matters, preparation of administrative and staff evaluations, and a variety of other documents
• Responds to and assists the College President in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance
• Screens mail for crucial and confidential matters requiring the College President's immediate attention or requiring the referral to other appropriate administrative staff
• Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
• Sets up and maintains a complex management calendar for the College President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops
• Coordinates comprehensive travel arrangements and prepares and oversees documentation for travel and other requests and reimbursements for the College President
• Plans and coordinates administrative unit and college-wide events and activities in conjunction with other management and staff and provides event and activity support such as planning and scheduling speakers, confirming sites and availability of participants, compiling event materials, and providing follow-up as assigned
• Coordinates, compiles, organizes, prepares, and oversees the production of agendas, minutes, meeting materials, calendars, and other materials; maintains official records of agendas and minutes
• Serves as a liaison for the College President with the community and staff, including maintenance of the appropriate District informational websites
• Uses standard software applications to compose and prepare calendars, correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas and meeting minutes and to design and/or to update an area website
• Uses a database and a variety of spreadsheet and other computer software to set up, track and maintain a wide variety of data and files
• Researches and compiles data for statistical, financial and other reports, class schedules, catalogs and brochures, special projects, grant applications, contracts, correspondence, surveys, presentations, agenda materials, division/department programs and services, and other uses
• Monitors budgets for College President and makes recommendations…