Executive Administrative Assistant to the Superintendent / President and the Board of Trustees

Basic Function Under the direction of the Superintendent/President, plan and perform a variety of complex administrative, technical and confidential duties for Superintendent/President and the Board of Trustees; relieve the Superintendent/President of administrative and procedural details including the oversight of the day-to-day operations of the office; coordinate the administrative functions of the Board of Trustees; interpret and communicate District policy and regulations to officials, agencies and the public. Representative Duties Essential Functions 1. Oversee and coordinate the day-to-day functions of the Office of the Superintendent/President. Plan and perform logistical support, and complex administrative and technical duties to assure timely and efficient office operations. 2. Coordinate the Superintendent/President's appointment schedule; screen calls, visitors and mail; make travel arrangements. May serve as a liaison between the Office of the Superintendent/President and organizations, including, but not limited to, the Community College League of California, Accrediting Commission for Community and Junior Colleges, and California Community Colleges Chancellor's Office. 3. Exercise independent judgment and confidentiality in communicating and disseminating information regarding District policies and procedures. Respond to a variety of internal and external inquiries. 4. Provide administrative assistance to the Board of Trustees; coordinate the Board of Trustees' schedule; screen calls, visitors and mail; make travel arrangements. 5. Coordinate and prepare agenda items and supporting materials for meetings of Board of Trustees; attend regular and special meetings; record and document actions; prepare and distribute minutes; maintain official record of Board minutes. Ensure public meeting meet compliance standards, including Brown Act and public notice requirements. 6. Act as a liaison to the Board of Trustees; coordinate communications to and from the Board of Trustees with the public, students, and college staff. 7. Research and compile data to prepare reports and perform special projects as assigned by the Superintendent/President and the Board of Trustees Establish and maintain a variety of confidential files and records. 8. Provide a broad range of administrative support including duties that require regular access to confidential information in the normal course of the job that is used to contribute significantly to the development of management positions in respect to employer employee relations. Attend, take notes and transcribe minutes of collective bargaining sessions and meetings related to negotiations, disciplinary proceedings, and grievances. Assist in the preparation and tracking of proposals, counterproposals and grievances. Conduct research, analyze, and prepare materials used to assist in the development of management positions. Maintain records and documents. 9. Compose correspondence on own initiative on matters not requiring personal responses from the Superintendent/President or Board of Trustees, including matters confidential in nature and which require considerable knowledge and interpretation of policies and procedures. 10. Coordinate and monitor the budgets for the Superintendent/President and Board of Trustees; Research and compile data, complete reports, and provide other support and assistance in the of preparation of the Office's annual budget, budget review and year-end closing; access, monitor and review assigned expenses and budget balances; appraise Administrator of any budgetary issues; prepare expense and appropriation transfers; coordinators and monitors purchasing and inventory of office supplies, furnishing and equipment. May be assigned budget management responsibility for special projects. 11. Maintain effective communications with other offices, staff, students, faculty, and the public. Coordinate with the Office of Institutional Advancement regarding press conferences, public appearances and legislative activities. 12. Work confidentially with discretion on highly sensitive and private information applicable to personnel, collective bargaining, or other confidential matters. 13. Attend and participate in a variety of administrative meetings and committees; prepare and distribute agendas; compile data and prepare reports; take and transcribe notes; prepare minutes for review; post minutes per policies and regulations; organize and assist in District professional development activities. 14. Assist in researching, creating, and editing policies and procedures; coordinate and track the implementation and modification of board policies and administrative procedures and distribute electronically. Prepare periodic status reports on board policies and administrative procedures. 15. Operate a variety of office equipment including a computer, Microsoft Office Suite and other applicable software, note taker and tape recorder; may be required to operate a vehicle to conduct work. 16. Facilitate and participate in accreditation preparation and activities. 17. Receive and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff. 18. Organize and assist in annual District events, including, but not limited to, Emeriti and Tenure Recognition Ceremony, Retirement Celebration, and Commencement. 19. May select, train, supervise and evaluate the performance of assigned staff and student workers; recommend other personnel actions as appropriate. 20. Seek and participate in professional development activities. 21. Perform related duties as assigned.

EDUCATION AND EXPERIENCE

Any combination equivalent to: A Bachelor degree and five (5) years varied and increasingly responsible office secretarial or administrative office support experience including public contact including a minimum of two (2) years of experience supporting a senior level manager.

KNOWLEDGE AND ABILITIES

Knowledge of :

Functions and clerical operations of an administrative office; district organization, operations, policies and objectives; applicable sections of the State Education Code, California Code of Regulations Title 5, the Brown Act, and other applicable laws and regulations; District policies and procedures; office management techniques and organizational skills; research methods; operation of office machines including a computer and applicable software including scheduling, email, word processing, spreadsheets, data base management, and presentations; operate electronic note taker and tape recorder; record-keeping techniques; manuscript and report formatting; oral and written communication skills; interpersonal skills using tact, patience and courtesy; understanding of and sensitivity to diversity ; correct English usage, grammar, spelling, punctuation and vocabulary; exercise tact and diplomacy in dealing with sensitive or confidential matters.

Ability to:

Perform a variety of administrative and confidential duties to relieve the Board of Trustees and the Superintendent/President of complex administrative details requiring independent judgment and thorough knowledge of District policies and procedures; learn, apply and explain policies, procedures, rules and regulations; organize complex material and summarize discussions and actions taken in report form; compose correspondence independently; maintain a variety of complex and confidential files and records; operate a variety of office equipment including a computer and applicable software including scheduling, email, word processing, spreadsheets, data base management and presentations; operate electronic note taker and tape recorder; establish and maintain cooperative and effective working relationships with others; analyze situations accurately and adopt an effective course of action; plan and organize work; work confidentially with discretion on sensitive and private information applicable to collective bargaining or union or personnel matters; communicate effectively both orally and in writing to exchange information in person and on the telephone; understand and follow oral and written instructions; work independently with little direction; sit for extended periods of time; bend at the waist, kneel or crouch to file materials; lift 25 pounds.

EMPLOYMENT STATUS

Confidential Classified Leadership Salary Range 6 Salary placement is contingent on education, experience, and department budget.

Retirement System:

CalPERS (upon meeting eligibility criteria)

WORKING CONDITIONS

Office environment. Frequent interruptions. Operate a keyboard. Exchange information in person or on the telephone. Sitting for extended periods of time. Occasional travel required. Requires some evening and weekend responsibilities.

SCHEDULE & LOCATION

This position is scheduled 40 hours per week, 12 months per year. The primary location is Palm Desert Campus. The schedule and location is subject to change based on District need.

REQUIRED APPLICATION AND REQUIRED UPLOADED DOCUMENTS

To be considered a candidate for this position, the following materials must be electronically uploaded:

Online Application:

All sections of the College of the Desert District online application must be completed including education and experience.

Resume:

Must include length of employment (month/year start and end dates) for each employer.

Cover Letter:

Please address how you meet the minimum requirements for this position and any special qualifications you possess.

REQUIRED IN YOUR APPLICATION

List of References :

References should include at least two supervisors and one colleague. Please include name, title, email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.

OPTIONAL UPLOADED DOCUMENTS

College Transcripts:

If you would like your applicable education to be considered in the review of qualifications and/or salary placement, then you must provide unofficial academic transcripts of all college level coursework showing date degree awarded from an accredited institution. For consideration, degree(s) must be awarded at the time of application. Unofficial transcripts are acceptable at time of application. Successful candidate must provide official transcripts upon hire. Non-U.S. transcripts must include a certified U.S. evaluation (i.e., NACES agency: www.naces.org) at the time of application. Diplomas will not be accepted in lieu of the required transcripts.

IMPORTANT INFORMATION FOR APPLICANTS

Applicants must be authorized to work for any employer in the U.S. College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA. Employment is contingent on residence in California. Incomplete application packages will not be considered. All submitted materials become the property of College of the Desert Community College District and will not be returned or copied and will be considered for this position only. Salary placement will be contingent on all materials submitted for this position. Applicant bears the sole responsibility for ensuring that the application package is complete when submitted. All travel arrangements will be at applicant's expense. Application materials must be received by the deadline. Application materials received after the closing deadline will not be accepted. For online application, information, and instructions, visit the College of the Desert job opportunities website at https:// www.collegeofthedesert.edu/faculty-staff/human-resources/career-opportunities.php or call (760) 773-2529.

FAQs:

For additional information, click here: Recruitment - Frequently Asked Questions .

TIMELINES

For consideration, please apply by Sunday, May 31, 2026. Late submissions will not be accepted. First-level interviews are tentatively scheduled in-person on Wednesday, June 24 , 2026. Finalist-level interviews are tentatively scheduled in-person on Wednesday, July 1, 2026. Tentative schedule is subject to change based on District need.