Executive Assistant

Campus: College of San Mateo

FLSA Status: Non-Exempt

Months Per Year: 12

Hours Per Week: 37.5

The Executive Assistant performs paraprofessional work related to providing a variety of technical, coordinative, and other support services to senior administrative staff. Under direction, the position is responsible for moderate to complex assignments, such as research and reporting; project and/or staff coordination and follow-up; facilitating meetings; planning and implementing workshops and special events. Public contact is extensive and can include staff, students, outside agencies, and organizations for the purpose of exchanging policy and procedural information.

A high degree of independent judgment and creativity is required to create original materials, plan and implement major workloads, and provide input into workflow, project planning, and implementation. Consequences of errors in judgment could be costly in public relations and employee time. An Executive Assistant can direct the work of clerical and other staff and student assistants as assigned.

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.

• Exchanges information with staff, students, other educational institutions, funding, regulatory, and other outside agencies and organizations, and the general public regarding College and District policies, procedures, timelines, staffing, contracts, event planning, and other issues
• Represents administrative staff at a variety of meetings as assigned
• Sets up and maintains a complex management calendar for the Vice President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops
• Monitors budgets and makes recommendations and allocations; prepares purchase requisitions and contracts; and prepares appropriate conference and expense reports
• Drives a motor vehicle to attend workshops, meetings, and other events to present and/or obtain current information used to develop original materials or make modifications to existing procedures
• Confers with administrative staff regarding moderate to complex projects and workflow
• Researches, compiles data for, designs, formats, and prepares statistical, financial, demographic, and other data for special and regular reports and databases, using a variety of computer and presentation software
• Makes recommendations for changes to procedures, workflow, and policies
• Sets up and maintains a library of resource materials on a variety of topics
• Trains, supervises, and evaluates the work of clerical and other staff as assigned
• Takes and transcribes meeting notes as assigned
• Coordinates staff in other College and District units on special and regular projects
• Takes initiative and plans project timelines, organizes, and coordinates with administrative staff while adhering to demands and tight deadlines to produce outcomes and deliverables
• Composes correspondence, survey responses, memoranda, brochures, training materials, handbooks, and other reference materials as assigned
• Works collaboratively and professionally with staff and administration in the Vice President's office
• Sets up and maintains confidential and other documentation and files
• Performs other related duties as assigned

• The policies and procedures applicable to a major District or College administrative unit
• Techniques used in research

• Using a variety of spreadsheets, presentations, and other computer software
• Project and event planning, staffing, implementation, and evaluation
• Directing and evaluating the work of others
• Handling confidential records and public contact
• Multitasking with attention to details
• Communicating respectfully and sensitively with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
• Oral communication, including public speaking
• Written communication

• Work effectively as part of a customer service team

• A combination of education and experience equivalent to possession of an Associate's degree in business administration, office administration, or a closely related field
• Successful complex clerical experience of increasing responsibility
• Demonstrated cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff
• Demonstrated skill in written and oral communication, including public speaking
• Experience with the organization and implementation of various complex office procedures and forms
• Experience with training and supervising the work of others
• Skill in the use of a variety of computer software to compose and prepare…