Executive Assistant II (Confidential)

Nocccd•Anaheim, CA

About The Position

This position is responsible for performing a variety of specialized and technical secretarial and administrative support to a designated administrator at the District level, which includes access to confidential information that is used to contribute significantly to the development of management positions. The duties of the position require extensive knowledge of District policies and procedures, the ability to exercise independent judgment, action, and discretion in handling confidential information and materials, and specialized knowledge of the functional area supported. Performs advanced administrative duties independently at the direction of a designated administrator at the District level; manages daily activities to assure efficient operations; schedules and confirms appointments; coordinates appointment calendar; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes and routes mail; plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and meetings; takes, transcribes, and distributes minutes of meetings. Assists in the development and presentation of management positions with respect to employer-employee relations as directed; prepares confidential information related to employer-employee relations, including collective bargaining negotiations and employee grievances. Independently composes and prepares a variety of materials including correspondence, purchase requisitions, proposals, and memoranda; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical narrative reports from a variety of sources; reviews documents and data for accuracy and completeness; conducts research and special projects as assigned; compiles, organizes and abstracts information and materials. Serves as liaison in communications with staff, legislators, community, civic and business representatives and the general public for the assigned area of responsibility; coordinates information and communication between District and campus administrators and personnel; provides information to departments, personnel, students and the public; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area. Assists in the development and preparation of the annual preliminary budgets for assigned area of responsibility; assists in monitoring and controlling expenditures; approves expenditures within established guidelines and at the direction of the supervising administrator; maintains detailed and comprehensive reports, records and files regarding programs, operations, and activities. Maintains a variety of complex records of a confidential or controversial nature including information regarding the Board of Trustees, District, personnel, students, and collective bargaining negotiations; inputs and retrieves computerized data as required. Orders supplies and equipment; prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests. Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate with other District and college personnel. Trains and provides work direction and guidance to others as directed. Learns and applies emerging technologies and advances (e.g., computer software applications) as necessary to perform duties in an efficient, organized, and timely manner. Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events. Performs related duties as assigned.

Requirements

High school diploma or GED ; supplemental college coursework desirable.
Minimum three (3) years of increasingly responsible administrative experience, preferably in an educational setting.
Commitment to diversity.
All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.
The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Nice To Haves

Minimum of five (5) years of progressively responsible experience supporting executive-level leadership in a fast-paced, dynamic environment.
Familiarity with California employment laws, Education Code, and regulations governing public education and collective bargaining.
Experience managing complex executive calendars, scheduling meetings, coordinating travel and reimbursements, drafting agendas and minutes, and handling confidential information.
Experience managing executive expense reports and processing financial transactions (e.g., billing, invoices, purchasing, requisitions).
Expert-level proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) or related programs.
Proficiency with advanced HR systems, databases, and technology tools for data management, analysis, and reporting.
Demonstrated experience working with and supporting a diverse workforce.
Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner.
Ability to provide an inclusive and welcoming work/educational environment.

Responsibilities

Performs advanced administrative duties independently at the direction of a designated administrator at the District level; manages daily activities to assure efficient operations; schedules and confirms appointments; coordinates appointment calendar; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes and routes mail; plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and meetings; takes, transcribes, and distributes minutes of meetings.
Assists in the development and presentation of management positions with respect to employer-employee relations as directed; prepares confidential information related to employer-employee relations, including collective bargaining negotiations and employee grievances.
Independently composes and prepares a variety of materials including correspondence, purchase requisitions, proposals, and memoranda; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical narrative reports from a variety of sources; reviews documents and data for accuracy and completeness; conducts research and special projects as assigned; compiles, organizes and abstracts information and materials.
Serves as liaison in communications with staff, legislators, community, civic and business representatives and the general public for the assigned area of responsibility; coordinates information and communication between District and campus administrators and personnel; provides information to departments, personnel, students and the public; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area.
Assists in the development and preparation of the annual preliminary budgets for assigned area of responsibility; assists in monitoring and controlling expenditures; approves expenditures within established guidelines and at the direction of the supervising administrator; maintains detailed and comprehensive reports, records and files regarding programs, operations, and activities.
Maintains a variety of complex records of a confidential or controversial nature including information regarding the Board of Trustees, District, personnel, students, and collective bargaining negotiations; inputs and retrieves computerized data as required.
Orders supplies and equipment; prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests.
Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate with other District and college personnel.
Trains and provides work direction and guidance to others as directed.
Learns and applies emerging technologies and advances (e.g., computer software applications) as necessary to perform duties in an efficient, organized, and timely manner.
Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.
Performs related duties as assigned.