Executive Assistant (Administrative Assistant III - Confidential)

Santa Monica College • Santa Monica, CA

11h • Onsite

About The Position

This position performs a wide variety of highly skilled administrative tasks in support of executive leadership in Human Resources, a fast-paced, high volume and mission critical division of Santa Monica College. The executive assistant to the VP of Human Resources will operate in an environment where professionalism, critical thinking and communication skills are of paramount importance. Administrative Assistant III – Confidential positions in accord with Government Code 3562(d) and Educational Employment Relations Act (EERA) 3540.1(c) are required to develop or present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions. This position is scheduled to work Monday through Friday, 40 hours per week, 12 months per year at the Santa Monica College District Office. Please note that all candidates must have authorization to work in the United States; the District does not have the ability to provide sponsorship.

Requirements

• An associate’s degree or equivalent from an accredited college or university in Liberal Arts, Business Administration, Communications, Computer Information Systems, Clerical Studies, or a closely related field.
• Four years of experience providing direct administrative support to an administrator or management level supervisor.
• Authorization to work in the United States.

Nice To Haves

• Experience providing direct administrative support to an executive level administrator is preferred.

Responsibilities

• Performs a wide variety of highly skilled administrative tasks independently; responds to correspondence relating to confidential and complex matters relating to the administrator’s program responsibilities and District policies and procedures; resolves work problems involving administration, staff, or students.
• Schedules appointments, meetings and maintains calendar for assigned administrator.
• Processes materials for department budgets; utilizes spreadsheets to maintain budget and organize records; monitors expenditures; makes travel and conference arrangements ; submits conference attendance and expense/travel claims for payment, requisitions for supplies, printing and advertising; submits work orders and key requests.
• Types, formats, edits and proofreads materials containing confidential and/or sensitive information related to the business operations of the assigned unit.
• Responds to questions, requests and complaints either by telephone, in writing or in person from students, staff and the public; provides information about services, resources, policies and procedures.
• Interfaces with a broad range of internal and external contacts such as Board of Trustees members, Personnel Commission members, Community College Chancellor’s office, other community college staff, government constituencies, and the public in order to answer questions or provide information.
• Electronically and manually records, prepares and submits departmental timesheets and absence forms for supervisor review and approval prior to submitting payroll.
• Acts as a liaison between the administrator and District staff, students, community members and representatives from other agencies by coordinating activities and projects, conferring on matters requiring the administrator’s input or action, and relaying the administrator’s directives and instructions.
• Creates, formats and distributes meeting agendas, attends meetings and prepares minutes; assists in meeting and events preparations arranging for facilities, food services, parking, and contacting speakers.
• Develops and recommends procedures for the compilation, maintenance and presentation of data; maintains data used to assist in the determination of policies, procedures and programs.
• Researches, compiles, analyzes, and prepares technical documents and reports related to the assigned administrator’s program responsibilities.
• Interprets and applies provisions of California statues, District policies, and other complex materials to matters relating to administrator’s program responsibilities and the administration of college programs and services.
• Participates in special projects relating to the administrator’s program responsibilities.
• May train and provide work direction to assigned clerical staff.
• May compile, format and publish agenda items for Board of Trustees.
• Performs other related duties as requested or assigned.

Benefits

• 18 paid holidays
• 24 paid vacation days
• 12 paid illness days
• Fully paid medical, dental, and vision-care coverage (including eligible dependents)
• Free mental health assistance through the Employee Assistance Service for Education (EASE) program.
• Membership in the California Public Employee Retirement System (CALPERS)
• 5% increase in base pay for every 5 years worked with SMC, up to 40 years of service (suspended for the 2026-2027 fiscal year by the Board of Trustees)
• Free Big Blue Bus access and monthly incentives for eligible employees through the Sustainable Transportation Incentive Program

What This Job Offers

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