Executive Assistant to the Chancellor

CCS Spokane • Spokane, WA

8d • Onsite

About The Position

The Executive Assistant to the Chancellor for Spokane College is a high‑impact, trusted partner who provides executive‑level support to the Chancellor and Board of Trustees, ensures seamless office operations, and advances institutional priorities with a high degree of judgment, discretion, and political acumen. The role demands advanced organizational, communication, and relationship‑management skills; strong alignment with district values; and executive‑level professional competencies.

Requirements

• Associate degree in business administration, office management, communications, or a related field; or equivalent education and experience.
• Three years of progressively responsible administrative support experience, including at least three years supporting senior executives, cabinet‑level leaders, or a governing board.
• Demonstrated experience managing complex executive calendars, confidential correspondence, and high‑level meetings or events.
• Advanced proficiency with Microsoft 365/Office and modern collaboration tools (e.g., Outlook, Teams, SharePoint, Zoom) and the ability to quickly learn enterprise systems (such as ctcLink/PeopleSoft).
• Exceptional written and verbal communication skills, including editing and preparing professional‑quality documents for executive and board audiences.
• Proven ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive and politically nuanced issues.
• Demonstrated commitment to Inclusive Excellence

Nice To Haves

• Bachelor’s degree in business administration, public administration, communications, higher‑education administration, or a closely related field.
• Five or more years of executive‑level administrative support, preferably in a community college, higher‑education system, or public‑sector/government environment.
• Direct experience supporting a Chancellor, President, CEO, or Board of Trustees/Regents, including agenda preparation, packet compilation, and minute‑taking.
• Demonstrated competency in areas aligned with AACC leadership frameworks—such as institutional governance, board relations, communication, and resource management—sufficient to support the Chancellor’s leadership agenda.
• Evidence of Korn Ferry‑style executive competencies: strong organizational savvy, political acumen, advanced planning and priority‑setting, stakeholder focus, and the ability to anticipate needs and manage complex projects.
• Experience interpreting and applying policies, procedures, and collective bargaining agreements in a unionized or public‑sector environment.
• Prior responsibility for monitoring or managing executive budgets, processing travel and reimbursements, and coordinating high‑profile events.

Responsibilities

• Design, implement, and continually improve office systems, workflows, and standards for the Office of the Chancellor to ensure a highly efficient, professional, and service‑oriented environment (e.g., filing, mail, phones, digital tools, office procedures).
• Maintain electronic and physical records for the Office of the Chancellor in strict alignment with the Spokane Colleges’ Records Retention Schedule, ensuring compliance, audit‑readiness, and ease of retrieval.
• Maintain and monitor office supply inventories, subscriptions, and service contracts; anticipate needs and proactively resolve logistical issues before they impact operations.
• Maintain a current, high‑functioning understanding of technologies used in the Chancellor’s Office and across the colleges; champion the effective use of these tools, serve as a super‑user where appropriate, and identify opportunities to streamline processes through technology.
• Prepare, edit, and finalize complex, sensitive, and confidential correspondence, memoranda, presentations, and reports, ensuring accuracy, clarity, and alignment with district standards and the Chancellor’s voice.
• Ensure compliance with Spokane Colleges policies and procedures, collective bargaining agreements, and applicable state and federal regulations.
• Serve as the primary executive assistant and strategic administrative partner to the Chancellor, providing comprehensive, confidential support on a wide range of operational, strategic, and project‑based activities.
• Proactively anticipate the Chancellor’s needs, issues, and risks; marshal the appropriate people, information, and resources to enable timely, well‑informed decisions and actions.
• Manage the Chancellor’s complex calendar and schedule, exercising independent judgment to balance competing priorities, ensure optimal use of the Chancellor’s time, and support both internal and external obligations.
• Prepare briefing materials, background documents, reports, and data for meetings, presentations, and conferences; maintain tickler systems and follow‑up mechanisms to track commitments, deadlines, and deliverables assigned by the Chancellor.
• Coordinate domestic travel and logistics for the Chancellor (and, as needed, for executive‑level guests), including registrations, itineraries, and reimbursements in accordance with fiscal policies and procedures.
• Serve as the primary gatekeeper for the Chancellor, screening calls, visitors, and meeting requests with diplomacy and professionalism; determine appropriate routing, referrals, and follow‑up based on priority, sensitivity, and strategic context.
• Communicate the Chancellor’s direction, decisions, and requests to internal and external stakeholders with a high level of accuracy, tact, and political sensitivity, supporting transparency and alignment with strategic goals.
• Support and coordinate special initiatives and high‑priority projects of major importance to the Chancellor, ensuring timelines, deliverables, and stakeholders are effectively managed.
• Develop, plan, and implement high‑visibility events hosted by the Chancellor (e.g., recognition events, convenings, strategic forums), including virtual and in‑person events, with attention to guest experience, protocol, and institutional image.
• Monitor and manage the Chancellor’s operating budget and relevant Board of Trustees budget lines, including tracking expenditures, processing adjustments, and providing periodic status updates; assist in developing draft budgets and allocation recommendations.
• Serve as the primary administrative liaison to the Board of Trustees, providing high‑level support that enables the Board to fulfill its governance responsibilities effectively and efficiently.
• Manage the full lifecycle of Board and committee meetings and work sessions, including annual calendars, notices, agenda development, compilation of briefing materials, distribution of packets, and post‑meeting follow‑up.
• Attend regular and special meetings of the Board of Trustees; serve as recording secretary as assigned; draft, edit, and finalize official minutes and maintain the Board’s official records, including minute books, resolutions, and backup documentation.
• Maintain pending and historical Board agenda files, ensuring continuity of Board business, institutional memory, and easy reference for trustees and leadership.
• Collaborate with the Chancellor and Cabinet to update, track, and disseminate district‑level policies and procedures, ensuring consistent formatting, version control, and timely communication to the colleges.
• Coordinate institutional‑level meetings and events involving senior leadership, external partners, and community stakeholders; provide executive‑level logistical and administrative support to ensure successful outcomes.
• Cultivate and maintain productive, respectful relationships with Spokane Colleges leadership, faculty, staff, students, and community partners; represent the Chancellor’s Office with professionalism and sound judgment in all interactions.
• Serve as a confidential and trusted point of contact between the Chancellor’s Office and internal/external constituencies, helping to resolve issues, clarify processes, and route inquiries to appropriate leaders.
• Contribute to district‑wide initiatives and projects that advance the Spokane Colleges strategic plan; track and follow up on action items assigned to Cabinet and other leaders as directed by the Chancellor.
• Model and promote a culture of equity, inclusion, and mutual respect; support Spokane College mission, values, and strategic priorities in all aspects of the role.
• Maintain a high standard of professional decorum, discretion, and integrity; handle all information with strict confidentiality, especially executive and personnel matters.
• Continuously develop personal and professional skills relevant to executive support, governance, technology, and higher‑education administration.
• Perform other duties as assigned that support the effective functioning of the Chancellor’s Office, the Board of Trustees, and the strategic direction of Spokane College.

Benefits

• Medical, dental life and long term disability insurance benefits are provided as currently administered under the Public Employees Benefits Board
• TIAA retirement plan or WA State Dept. of Retirement Systems Pension Plan
• Vacation leave accrues at the rate of 14.67 hours per month (22 days per year)
• Sick leave accrues at the rate of 8 hours per month, effective upon employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree