Job Description

Overview

Executive Assistant I

Division: Human Resources | Department: Equal Employment Opportunity Compliance & Recruitment | FTE: 1.00 | Term (month/year): 12 months/year | Annual Salary Range: $94,560.00 - $120,648.00

Initial Screening Date: 03/11/2025 | Open Until Filled: Yes

Position Description

This position is assigned to the Equal Employment Opportunity Compliance and Recruitment Services Department of the Human Resources (HR) Division. Under the general direction of the Associate Vice President of Human Resources (AVPHR), the incumbent serves as a liaison between the AVPHR, staff, and the campus community.

The HR Division is a fast-paced environment; the incumbent must adapt to workload demands, demonstrate initiative to oversee and carry out complex projects, and exercise active listening, verbal and written communication skills. Critical thinking, independent judgment, and leadership skills are imperative to make decisions on behalf of the AVPHR. The position requires familiarity with processes, procedures, and scope of responsibility necessary to support the AVPHR.

Definition: Under general direction, oversees and manages a variety of complex and responsible administrative support for the assigned senior administrator or designee. Performs duties requiring thorough knowledge of the division, its policies, procedures, and operational details. This position is designated as a confidential employee under the Educational Employment Relations Act (EERA). Incumbents assist management personnel with developing collective bargaining proposals and/or have access to information contributing to managements collective bargaining positions and labor relations strategies.

Supervision Received and Exercised: Receives general direction from an assigned senior administrator or designee. Exercises technical and functional direction over and provides training to student workers or hourly workers, and to less experienced administrative support staff as assigned.

Class Characteristics: This is the entry level of the executive support series, assigned to a senior administrator. Responsibilities require tact, discretion, independent judgment, and a thorough knowledge of divisional/departmental activities. The work involves interpretation of complex policies and frequent contact with the public, including research and budgetary support functions. This class is distinguished from higher classifications by the level of responsibility and impact across College-wide operations. It is not a confidential capacity like Executive Assistant II in relation to Cabinet-level policy formulation.

Examples of Essential Functions (Illustrative Only):

1. Organizes and oversees multiple complex projects and programs for the assigned senior administrator.
2. Assists and maintains department/division goals, objectives, policies, procedures, work standards, and administrative control systems; acts as liaison between the division, department, the College, and outside entities; participates in committees; presents committee recommendations to the division/department head.
3. Maintains calendar and coordinates the schedule of the assigned senior level administrator and makes travel arrangements.
4. Oversees and performs intermediate-level executive work in budget development, purchasing, contract administration, management analysis, project management, and program evaluation.
5. Processes and prepares documents, materials, and records using independent judgment.
6. Conducts analytical studies, research, and statistical analyses on administrative issues; evaluates alternatives and assists with implementation of changes after approval.
7. Serves as a liaison with employees, public and private organizations, community groups, and other entities; provides information and assistance to staff, faculty, students, and the general public; responds to complaints and questions; identifies and resolves issues.
8. Prepares and submits complex Board of Trustees agenda reports and related documents; serves as secretary to committees/task forces.
9. Participates in selecting, training, motivating, and evaluating assigned staff; directs work activities of clerical personnel; reviews work for accuracy; recommends workflow improvements.
10. Works with the Presidents Office, Board of Trustees, other division/department heads, and the public on matters.
11. Schedules and coordinates special meetings and events; acts as meeting secretary including agendas and minutes for boards and commissions.
12. Assists with implementation and testing of automated enterprise applications or emerging technologies related to the position.
13. Implements and fosters an environment of belonging related to DEISAA (diversity, equity, inclusion, social justice, anti-racism, accessibility).
14. Provides high-level customer service when interacting with the public, vendors, students, and College staff, including individuals from minoritized groups.
15. Utilizes critical thinking, decision-making, and problem-solving with tact, confidence, and diplomacy.
16. Ensures adherence to federal, state, local policies, Board Policies and Administrative Procedures.
17. Participates in committees and trainings; prepares and delivers DEISAA-oriented presentations as required.
18. Performs other related duties as assigned.

Qualifications

Knowledge of:

• Principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible environment.
• Organization and function of public agencies, including boards and commissions.
• Public administration practices in a public agency setting.
• Project and program management, analytical processes, and report preparation; budgeting, purchasing, contract administration, risk management, and related programs.
• Current organizational practices for program analysis, development, and implementation; staff training.
• Office administration, secretarial practices, and standard software applications.
• English usage, spelling, grammar, punctuation, and proofreading of reports and correspondence.
• Representing the College with governmental and community organizations; customer service to diverse populations.

Skills and Abilities:

• Advance the Colleges commitment to a diverse, equitable, inclusive, socially just, anti-racist, and accessible environment.
• Lead diversity, equity, inclusion, social justice, anti-racism, and accessibility initiatives in recruitment and retention.
• Develop and implement strategies for diversity and inclusion in the academic and work environment.
• Critical thinking and decision-making with tact and diplomacy.
• Develop and implement goals, policies, procedures, and internal controls for assigned areas.
• Coordinate and oversee administrative, project management, and budgeting activities.
• Perform confidential secretarial work with independent judgment and discretion.
• Interpret and apply complex laws, regulations, and policies.
• Analyze and present administrative information clearly.
• Evaluate and improve operations, procedures, and workflows.
• Plan, schedule, and oversee activities of assigned personnel.
• Understand the division/department and outside agency operations to fulfill responsibilities.
• Prioritize multiple requests and manage interruptions effectively.
• Maintain office databases and records with speed and accuracy.
• Operate office equipment and software programs.
• Communicate effectively in person, by phone, and in writing.
• Assess situations and determine appropriate actions using established policies.
• Foster positive working relationships with colleagues and stakeholders.
• Learn and apply emerging technologies for efficient duties.

Education and Experience:

• Equivalent to an Associates degree from a regionally accredited college with major coursework in business or public administration, public policy, or a related field.
• Three (3) full-time equivalent years of varied senior-level support experience involving public contact.
• Additional years of experience can be substituted for the required education on a year-for-year basis.

Desirable Qualifications:

• Experience in an educational environment.
• Experience leading and coordinating personnel.
• Experience working with Board Meeting items.
• Experience with policies and procedures related to diversity, equity, inclusion, social justice, anti-racism, and accessibility, preferably in a minority-serving institution such as HSI/AANAPISI; OR experience in programs related to DEISAA.

Licenses and Certificates:

• Possession of, or ability to obtain, a valid California Drivers License by time of appointment.

To apply, please visit

The College is an equal opportunity employer. The policy is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, creed, color, national origin, ancestry, disability, sex, age, sexual orientation, or other protected characteristics.

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