What are the responsibilities and job description for the Executive Assistant to the Chief Institutional Advancement & External Affairs Officer (CIAEAO) position at Community Colleges of Spokane?

Executive Assistant to the Chief Institutional Advancement & External Affairs Officer (CIAEAO)

Community Colleges of Spokane

Location : CCS District Office Spokane

Department : DIST Marketing / Public Relations

Salary Range : $58,030 - $65,489

Starting salary for this position is : $58,030 (Annually)

The salary range represents the earning potential for this position, through training, evaluations and years spent working in this position with CCS.

About Us

Spokane Colleges is comprised of two accredited colleges, Spokane Community College (SCC) and Spokane Falls Community College (SFCC) serving Spokane, Stevens, Whitman, Ferry, and Pend Oreille Counties, as well as portions of Lincoln County.

Both colleges are accredited by the Northwest Commission on Colleges and Universities and governed by the Washington State Board of Community and Technical Colleges.

Applications will be accepted until 4 : 00 p.m. PST on 02 / 10 / 2025. The application process will not be available after this time. To ensure consideration make sure your application is completed and submitted as soon as possible. Applications will only be accepted prior to 4 : 00 p.m. on the closing date.

About the Executive Assistant to the Chief Institutional Advancement & External Affairs Officer (CIAEAO)

JOB SUMMARY

The Executive Assistant provides confidential administrative support to the Chief Institutional Advancement and External Affairs Officer (CIAEAO). This position supports the executive and staff for Marketing and Communications.

The Executive Assistant coordinates and supports internal and external meetings and events, manages budgets and travel, and creates well-written memos and reports. This position works with executives and leaders across the district and acts with discretion and confidentiality.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Front office administration

Provide administrative support for the executive. Screen inquiries from the public and staff to determine priorities for the executive or make referrals to other staff / offices.
Establish calendar priorities, screen requests and schedule appointments. Assemble background material, reports, and data for appointments.
Welcome visitors, answer phones, take messages, process mail, and disseminate information.
Organize staff meetings. Schedule room, send calendar notice, prepare meeting agenda, and background materials. Take meeting minutes and ensure records retention compliance.
Maintain the division's intranet page and online workspaces.
Revise office processes for greater efficiency and effectiveness.

Budget and travel

Assist in budget planning and development. Monitor budgets, contracts, licenses and purchasing workflows.

Prepare purchase requests and requests for proposals (RFPs).

Track all expenditures. Reconcile purchase orders, invoices, and division purchase cards (p-cards).

Make travel arrangements for division staff. Book airfare, reserve hotel, and provide itinerary. Process registration and prepare expense reports.

Purchase office supplies and equipment. Maintain organized and adequately stocked office supplies.

Manage technology inventory for the division. Procure needed technology and equipment.

Executive and division support

Create, update and distribute visually engaging and data-informed reports on division-wide project outcomes. Support projects designed to meet Strategic Plan goals.

Prepare presentations and written reports on various topics as directed by the executive.

Plan and coordinate internal and external meetings and special events, department retreats and site tours.

Assist with hiring processes, screening committees and employee records. Onboard new division employees to ensure a smooth transfer of knowledge and a welcoming atmosphere. Prepare needed equipment and office space.

Contribute to student outreach efforts. Assist with marketing campaigns and support districtwide outreach meetings.

Maintain districtwide emergency contact lists, community contact databases and division emergency contact information.

May make minor changes to Spokane Colleges' websites, submit event information to news media calendars or write items for the employee newsletter.

Model professional decorum and mutual respect in all personal interactions.

Comply with district policies, procedures and directives, state and federal regulations, orders and statutes and collective bargaining agreements.

Support and advance Spokane Colleges' strategic plan and perform other duties as assigned.

Indicates this is an essential duty.

COMPETENCIES

Manages Complexity

Decision Quality

Action Oriented

Proactive self-starter

Plans & Aligns

Ensures Accountability

Drives Results

Collaborates

Instills Trust

Demonstrates Self-Awareness

Self-Development

Nimble Learning

Situational Adaptability

Learn more about our competencies .

MINIMUM QUALIFICATIONS

Associate degree from an accredited institution. Or an equivalent mix of education and experience that demonstrates the candidate meets all competency requirements for this position.

Demonstrated success as an executive secretary, administrative assistant, or office manager.

Outstanding writing, grammar and communication skills including the ability to compose and edit drafts and final responses to inquiries and letters.

Outstanding proficiency in the full Microsoft Office Suite, including experience developing clear and accurate Excel spreadsheets and PowerPoint presentations.

Experience using a variety of software and a willingness to learn new tools.

Ability to understand, track, monitor and reconcile multiple department budgets, follow purchasing guidelines and track invoices and expenses.

Ability to balance multiple deadlines and priorities effectively.

Ability to interact sensitively and successfully with executive-level staff, members of the campuses, community and coworkers.

Ability to prepare brief and concise reports, conduct research and analyze data.

DESIRED QUALIFICATIONS

Bachelor's degree or higher from an accredited institution.

Three or more years of demonstrated success as an executive secretary, administrative assistant, or office manager.

Experience working in a higher education setting such as admissions, outreach, marketing, or public relations.

Experience with website editing software.

Training or certification in LEAN or other project management principles.

PHYSICAL REQUIREMENTS

Work is generally performed in an open office environment.

Work is generally sedentary.

Frequent use of computers and exposure to terminal screens.

Visual focus and strain.

Workspace is in a front desk setting with frequent interruptions and the requirement to answer on-demand questions by phone, in person, or electronically.

Move up to 25 lbs. occasionally.

Frequent repetitive hand / wrist motions and finger manipulation.

Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

Contract 12-month position.

This position is overtime eligible.

Requires local or regional travel.

Criminal background check is required.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Spokane Colleges maintain a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Benefits Information

This is a contracted, exempt management position. Medical, dental life and long term disability insurance benefits are provided as currently administered under the Public Employees Benefits Board; TIAA-Cref retirement plan or WA State Retirement Plan. Vacation leave accrues at the rate of 14.67 hours per month (22 days per year) and sick leave accrues at the rate of 8 hours per month, effective upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.)

Public Employees Benefits Board

Additional benefits information

Required Application Materials

To qualify for consideration, applicants must meet required competencies and submit a complete application packet, which includes the following :

Cover letter - addressing your qualifications relevant to the responsibilities of this position.

Resume.

References - the names, addresses, and phone numbers of three professional references.

College transcript(s) if applicable - unofficial / copies of transcripts are acceptable; official transcripts are required upon hire.

For questions regarding a job application or the hiring process, or if you require an accommodation during the application or interview process, please contact HR at CCS.Recruiter@ccs.spokane.edu .

Equal Opportunity Institution

Spokane Colleges does not discriminate in its programs, activities and employment on the basis of race, creed, color, religion, national or ethnic origin, age, sex, marital status, pregnancy, pregnancy related conditions, parental status or families with children, status as a mother breastfeeding their child, AIDS / HIV or hepatitis C, honorably discharged veteran status, sexual orientation, gender identity or expression, disability, use of a trained guide dog or service animal by a person with a disability, genetic information, or any other legally protected category.

Direct all inquiries or grievances regarding access, Title IX, ADA, equal opportunity compliance, and / or grievances to :

Fred Davis | Chief Human Resources Officer

Spokane Colleges

P.O. Box 6000, MS1004

Spokane, WA. 99217-6000

509-434-5040

To apply, please visit : https : / / careers.ccs.spokane.edu / jobs / executive-assistant-to-the-chief-institutional-advancement-external-affairs-officer-ciaeao-spokane-washington-united-states

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Salary : $58,030 - $65,489

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