Executive Assistant San Mateo County Community College District - 2.6 San Mateo, CA Job Details 11 hours ago Benefits Paid holidays Health insurance Dental insurance Employee assistance program Vision insurance 403(b) Life insurance Qualifications Statistics Staff supervision Project management experience in education Data analysis reporting Customer service Spreadsheets Presentations for conferences or internal meetings Executive administrative support Financial management report preparation Research Financial analysis Cultural competency Data management Driving Team training Financial data management Computer skills Managing projects Clerical experience Productivity software Office management

Full Job Description 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. 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. 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 Employment Standards (acquired through education, training, and/or experience)

Knowledge of:

The policies and procedures applicable to a major District or College administrative unit Techniques used in research Skill in: 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 Ability to: Work effectively as part of a customer service team

Job Requirements:

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 correspondence, reports, presentations, and other written materials Skill in project planning and implementation Experience with research and compiling data for formatting and preparing statistical, financial, and other reports Demonstrated skill in multi-tasking, prioritizing workloads, and working independently Demonstrated skill in working as part of a customer service team

Additional Information:

Physical/Other Requirements This classification requires visual comparison and acuity; manual dexterity; oral communication to small and large groups; attention to details; data analysis and logical sequencing; multitasking; work under deadlines and other pressures; patience and sensitivity to others; discretion and tact; negotiating and persuasive communication; good memory; and strategic planning to perform the essential functions.

Benefits:

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees' Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.