Executive Assistant II, Board & President

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Essential responsibilities are designated by *.

• Serves as Recording Secretary to the Board of Trustees; coordinates all meeting arrangements, including preparation of agenda and meeting materials and ensuring that all notices of and materials for board meetings comply with the Brown Act; records, prepares, and distributes minutes of all regular and special meetings of the Board; maintains the official files of all board meeting documents. *

• Coordinates and reviews revisions of relevant policies and procedures through the participatory governance process with the Board of Trustees in a timely manner. *

• Manages and coordinates the President’s Office, makes administrative decisions related to the operational support required by the Board of Trustees and President’s Office.  *

• Provides detailed and technical information related to college operations, activities, programs, services, laws, codes, timelines, priorities, goals, objectives, processes, regulations, policies, and procedures to internal and external customers, such as board members, community members, visitors, vendors, contractors, students, faculty, management, and staff. *

• Serves as a resource person for other administrators, staff, and faculty of the College. *

• Works with Information Technology to facilitate the implementation and utilization of BoardDocs software for campus-wide meeting management, including but not limited to user training and support. *

• Serves as recording secretary for President’s Cabinet, College Council, and other committees as requested by the President; coordinates and prepares meeting documents, including but not limited to meeting agendas, minutes/notes, supplemental information, presentation materials, as needed; disseminates information and follows up with committee members on any identified action items. *

• Manages the President’s calendar and schedule; receives meeting or appointment requests on behalf of the President; updates and maintains calendar with revisions, changes, and new requests. *

• Receives, screens, and directs visitors, telephone calls, and incoming correspondence to appropriate division, department, office, or personnel. *

• Coordinates internal and external meetings between the President’s Office, college departments, outside agencies, organizations, and stakeholders. *

• Prepares, reviews, edits, formats and proofreads a variety of internal and external documents, including but not limited to correspondence, memoranda, emails, forms, agendas, reports, proposals, presentations, and legal briefs; maintains required confidentiality of documents, as required.  *

• Gathers, extracts, compiles, and verifies data and information; assembles, processes, distributes, collects, and maintains a variety of college and district records; ensures accuracy, compliance, and completeness of documents, files, and records. *

• Coordinates all travel arrangements for the President and Board of Trustees; submits documentation for approval; receives travel receipts and verifies accuracy and compliance to travel procedures; submits request for reimbursement to appropriate staff for processing. *

• Assists in budget preparations; tracks and monitors expenditures for the President’s Office and Board of Trustees; reviews, verifies, and ensures expenditures do not exceed allowable expenditures according to established budget limitations; prepares and submits purchase requisitions; reviews and reconciles budget expenditures. *  

• Coordinates a variety of special events; partners with Marketing and Public Relations to provide promotional collateral for events; follows up with participants through distribution of survey requests; ensures office activities comply with established timelines and requirements. *

• Performs related duties that support the overall objective of the position.

• Associate Degree with coursework in business, business administration, or related discipline:  AND 

• Five (5) years of increasingly responsible administrative experience as administrative support to an executive’s office.

OR

• Any combination of education and experience which would provide the required qualifications for the position. 

• District and college policies, procedures, and practices related to the area of assignment.

• Applicable codes, regulations, policies, procedures, and laws related to the area of assignment; specifically, California Education Code, Title 5 Regulations, • California meeting laws (the Brown Act), election laws, and California Ethics Commission requirements

• Robert’s Rules of Order.

• Effective organizational and communication skills.

• Gather, compile, and organize complex materials.

• Compile, prepare, and generate comprehensive reports related to the area of assignment.

• Computer software programs and applications, computer hardware, and peripheral equipment used within the scope of the assignment.

• Organizational operations, policies, and objectives.

• General functions, policies, rules, and regulations of a community college.

• Family Educational Rights and Privacy Act (FERPA).

• Record-keeping, record and file retrieval, filing, file sharing, and filing systems methods and techniques.

• Effective communication skills, both verbally and in writing.

• Modern office practices, procedures, methods, and techniques. 

• Correct English usage, grammar, spelling, punctuation, and vocabulary. 

• Interpersonal skills using tact, patience, and courtesy. 

• Mathematic calculations.

• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

• Independently perform the essential responsibilities of the position.

• Represent the assigned administrative office in a professional manner with diplomatic decorum.

• Perform the essential responsibilities of the position executing sensitivity and confidentiality as a representative of the Board of Trustees and President.

• Perform the assigned responsibilities, duties, and tasks in a safe manner with minimal supervision.

• Plan, coordinate, organize, and prioritize workload to meet schedules and timelines.

• Follow complex verbal and written instructions, solve difficult problems, and disseminate information regarding the policies and procedures related to the area of assignment.

• Communicate information to guide or assist individuals.

• Coordinate flow of communications and information as needed.

• Generate and prepare comprehensive reports related to the area of assignment. 

• Compose effective correspondence.

• Type or input data at an acceptable rate of speed.

• Answer telephones and greet the public courteously.

• Update and maintain a variety of sensitive and confidential records, logs, files, and filing systems.

• Utilize a computer to input and/or extract data, maintain automated records, and generate computerized reports.

• Work independently with little direction.

• Communicate effectively both verbally and in writing.

• Determine appropriate action within clearly defined guidelines. 

• Add, subtract, multiply, and divide with speed and accuracy.

• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, as well as staff and students with physical and learning disabilities.

• Establish and maintain cooperative and effective working relationships with others during the course of work. 

The physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this class.