Administrative Assistant, Executive Secretary to the President

Skagit Valley College•Mount Vernon, WA

3d•Onsite

About The Position

The Executive Assistant to the President is a full-time exempt position reporting directly to the President. The Executive Assistant serves as a trusted partner to the President, providing high-level executive support through sound judgment, discretion, and initiative. The position manages the day-to-day operations of the President’s Office, ensuring the efficient flow of information, coordinating executive priorities, supporting the governance responsibilities of the Board of Trustees, and enabling the President to effectively advance the mission and strategic priorities of the College. The Executive Assistant is responsible for ensuring the President’s Office operates efficiently, professionally, and responsively, serving as the central point of coordination for executive operations, governance support, executive communications, and presidential initiatives. The position exercises a high degree of independent judgment, manages highly confidential and sensitive information, anticipates executive needs, and develops collaborative working relationships with trustees, faculty, staff, students, elected officials, community partners, and members of the public. This is a full-time, benefits-eligible position working 40 hours per week, onsite at the Mount Vernon, WA campus.

Requirements

Associate’s degree from an accredited institution; bachelor’s degree preferred. Equivalent combinations of education and progressively responsible executive administrative experience may be considered;
Three (3) years of increasingly responsible executive administrative support experience, preferably supporting a senior executive, elected official, governing board, or executive leadership team;
Demonstrated experience managing complex calendars, coordinating executive meetings and travel, and balancing multiple priorities;
Experience preparing, editing, and maintaining confidential correspondence, reports, presentations, and official records;
Demonstrated experience exercising sound judgment and maintaining strict confidentiality in handling sensitive information.
Exceptional organizational, planning, and time management skills;
Ability to anticipate executive needs and proactively resolve issues;
Ability to manage multiple priorities while maintaining exceptional attention to detail;
Excellent written, verbal, and interpersonal communication skills;
Ability to build collaborative relationships with diverse internal and external stakeholders;
Ability to exercise discretion, diplomacy, sound judgment, and political awareness;
Ability to work independently with minimal supervision while functioning as an integral member of the President’s leadership support team;
Strong project coordination and follow-through skills;
Proficiency with Microsoft Office and other technologies used to support executive operations;
Commitment to providing outstanding customer service and representing the Office of the President with professionalism and integrity.

Nice To Haves

Experience supporting a college president, superintendent, chief executive officer, or governing board;
Experience in higher education, public administration, or another complex governmental or nonprofit organization;
Knowledge of Washington State Board for Community and Technical Colleges (SBCTC) operations and governance;
Experience supporting governing boards and knowledge of public meeting requirements;
Experience coordinating executive-level events, special projects, and institutional initiatives.

Responsibilities

Manage the day-to-day operations and workflow of the President’s Office, ensuring efficient, responsive, and professional executive support;
Anticipate the President’s administrative and operational needs by identifying issues, recommending solutions, coordinating resources, and ensuring the President is well prepared for meetings, events, and decision-making;
Monitor executive priorities, deadlines, projects, and commitments, ensuring timely follow-up and completion of assignments on behalf of the President;
Manage the President’s complex calendar by establishing priorities in consultation with the President, scheduling meetings and appointments, anticipating conflicts, and preparing supporting information and briefing materials;
Coordinate executive travel, conferences, itineraries, reimbursements, and related activities in compliance with applicable state and federal policies and College procedures;
Receive, prioritize, and appropriately respond to telephone calls, correspondence, email, visitors, and requests directed to the President’s Office;
Establish, organize, and maintain confidential and official records of the President’s Office in accordance with College policies and applicable records retention requirements.
Serve as the primary administrative point of contact for the President’s Office, ensuring professional, timely, and effective communication with internal and external constituents;
Prepare, edit, proofread, coordinate, and distribute executive correspondence, reports, presentations, agendas, briefing materials, and other official documents on behalf of the President;
Respond to inquiries regarding institutional policies, procedures, and administrative matters, or direct inquiries to the appropriate office while maintaining exceptional customer service;
Coordinate meetings involving the President by managing schedules, preparing agendas and materials, communicating with participants, documenting meeting outcomes as assigned, and facilitating follow-up on action items;
Research, compile, analyze, and prepare reports and other materials requested by the President.
Coordinate administrative and logistical support for the Board of Trustees, including meeting planning, agenda development, preparation and distribution of materials, maintenance of official records, and follow-up activities;
Support the governance responsibilities of the Board of Trustees by maintaining Board records, updating the Board of Trustees Handbook, coordinating annual planning activities, and ensuring compliance with applicable laws, policies, and procedures;
Coordinate Board retreats, orientation activities, and other Board-related events as assigned.
Coordinate Cabinet meetings by preparing agendas and supporting materials, managing meeting logistics, documenting meeting outcomes as assigned, and facilitating follow-up on action items;
Coordinate special projects and presidential initiatives by establishing timelines, tracking progress, communicating with stakeholders, and ensuring timely completion of deliverables;
Organize and coordinate events sponsored by the Office of the President, including the President’s meetings, Board and Cabinet retreats, recognition events, and other institutional activities;
Provide administrative and logistical support for the President’s interactions with the State Board for Community and Technical Colleges (SBCTC), government agencies, legislators, educational partners, businesses, community organizations, and members of the public by coordinating schedules, preparing materials, facilitating follow-up, and maintaining related records;
Accompany the President to meetings and events as requested to provide administrative support and ensure appropriate follow-up.
Exercise considerable independent judgment in establishing work priorities, resolving administrative issues, managing competing demands, and determining when matters should be elevated to the President;
Handle highly confidential, sensitive, and legally protected information with the highest level of professionalism, discretion, and integrity;
Evaluate office operations and recommend improvements to administrative processes, technology, and procedures that enhance the effectiveness of the President’s Office;
Participate in professional development opportunities to maintain current knowledge and continuously enhance the skills necessary to effectively support executive leadership;
Perform other duties as assigned in support of the President, the Board of Trustees, and the mission of the College.