Executive Assistant to the College President

Nocccd•Anaheim, CA

5d•Onsite

About The Position

Pursuant to California Education Code Sections 88003 and 88003.1, this position is designated as Confidential within the classified service. Incumbents in this designation are assigned duties that require regular access to or participation in matters related to collective bargaining on behalf of the District. As a result of these responsibilities, confidential employees are excluded from represented bargaining units and are classified separately within the District’s classified service structure. The Executive Assistant to the College President provides high-level administrative and executive support to the College President. This role is essential in managing the office’s day-to-day operations, ensuring smooth communication between the President and other college departments, and handling the coordination of special projects and board items. The Executive Assistant plays a key role in supporting the President’s strategic initiatives, maintaining confidentiality, and representing the President’s office in interactions with internal and external stakeholders.

Requirements

Bachelor’s Degree in Business Administration, Office Management, or a related discipline required
Five (5) years of experience in an administrative support role, with at least three (3) years supporting executive-level management, preferably within an educational or public sector environment
Any combination of education and experience which would provide the required equivalent qualifications of the position.
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.
Commitment to diversity.

Nice To Haves

Five or more years of progressively responsible executive-level administrative support experience, preferably supporting a President, CEO , Chancellor, or senior executive in higher education, government, or a complex organization.
Experience coordinating Board of Trustees, executive leadership, cabinet-level, or governing board meetings.
Experience developing and improving office systems, workflows, and administrative procedures.
The ability to address the needs of diverse student and/or employee populations.
Extensive experience in higher education administration, particularly within a president’s office.
Advanced proficiency in Microsoft Office Suite, project management software, and experience with board management software.
Demonstrated experience fostering an inclusive and welcoming work or educational environment through equity-minded approaches in professional interactions with colleagues and students.

Responsibilities

Provides comprehensive support to the College President, including managing schedules, preparing briefing materials, and coordinating executive communications.
Handles highly confidential and sensitive information with discretion.
Prepares and manages the President’s correspondence, reports, and presentations.
Sets up and coordinates formal appeal hearings, including but not limited to panel members from other colleges; composes and distributes formal hearing documents and decision letters.
Coordinates the preparation and submission of board items, ensuring accuracy and compliance with deadlines.
Assists with the compilation and analysis of data for state and federal reporting, audits, and program reviews.
Plans, oversees, coordinates, and promotes a wide array of District and/or campus-wide special events, ceremonies, and projects in support of the President’s Office and/or the District/campus initiatives, goals, and objectives including but not limited to receptions, welcome events, commencement, opening day, and investitures.
Partners with District and campus departments and staff to organize, schedule, and execute assigned special events and projects.
Identifies, negotiates, and contracts with external vendors, speakers, and/or other individual or organizational entities for services provided.
Partners with internal and external departments and organizations to promote and market events throughout the District, campus, and local communities.
Assists President with Accreditation Team site visits including but not limited to site tours and meeting coordination and administrative support, as needed.
Ensures compliance with accreditation requirements.
May participate as a member of the campus accreditation team.
Tracks, monitors, and reconciles assigned budgets; reviews and verifies account activities, identifies errors or inconsistencies, and works with accounting to make appropriate adjustments.
Performs routine accounting responsibilities related to Grants, HSI budget, assigned program budgets, and all budgets under the president’s control; prepares and generates accounting or budgeting reports, as directed.
Collaborates with the President’s executive team to support strategic initiatives, program reviews, and accreditation efforts.
May assist with identifying and addressing gaps in business processes and areas of improvement across the organization and makes recommendations to improve the effectiveness in the decision-making process.
Acts as a liaison between the President’s office and other college departments, as well as external organizations.
Manages the President’s electronic communication systems, ensuring seamless interactions with internal and external stakeholders.
Supports the President in managing the onboarding and offboarding processes for executive staff, with a focus on adhering to collective bargaining agreements.
Provides guidance on interpreting and applying collective bargaining agreements in executive operations.
Utilizes advanced technology for communication, data analysis, and presentation creation.
Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
Champions DEIA initiatives on behalf of the President’s office.
Ensures that all department operations and interactions promote inclusivity and equity.
Performs other related duties that support the overall objective of the position.