Executive Assistant

The Position

Title : Executive Assistant

Position Type : Full time

Requisition No : 25007

Category : Classified

Supervisor : Director of Operations

Last Updated : July 2024

Job Purpose : Contributes to the effective performance of multiple Divisions and Division leaders by providing administrative and executive level support.

Location : Remote, Los Angeles Region, remote ("LA Region" which includes LA, OC or IE region in a remote capacity with the option to join and support in person meetings as needed)

Salary Range : The beginning salary range for this position is Range Classified-20,(Steps 1-3) $76,535.13 - $ 84,394.30.

The first review of applications shall occur on approximately August 17, 2024

Position Overview

The Executive Assistant performs a wide variety of functions to support the activities of multiple Divisions at Calbright College, Division leadership, the College's Executive Team, and as needed the President and Chief Executive Officer.

The Executive Assistant consistently and effectively : (1) assists leaders to meet internal and external commitments and to accomplish organizational and individualized goals, (2) represents interests as needed in an efficient, effective and collaborative manner, (3) acts as a trusted confidante, keeping the best interests of the College at the decisional forefront at all times, and (4) represents the Divisions and the College via multiple approaches such as phone, email, Slack, Zoom and in-person with key internal and external constituents.

This position works closely with the Executive Team on cross-functional meetings and other needs in support of the College.

Essential Job Duties and Responsibilities

The duties below are representative of the role and are not intended to cover all of the duties performed within the scope of work.

• Contributes to the effective performance of multiple Divisions and Division leaders by providing clerical, administrative, and executive level support.
• Creates a work-plan and manages activities and tasks from the work-plan as assigned.
• Maintains calendars, manages appropriate programs, and schedules, coordinates, plans and implements high-level meetings, events, team retreats, seminars, conferences, and appearances including managing or assisting with virtual or in-person travel arrangements and briefing materials.
• Coordinates and attends weekly meetings as directed, serves as point of contact, takes official notes and minutes, ensures coordination of presentation content, catering, video conferencing and remote dial in, room / technology setup, etc.
• Organizes, creates, and coordinates shared files to ensure accurate information, communication, and collaboration within and across Calbright.
• Prepares routine progress reports and suggests areas for new strategies where required.
• Processes incoming and outgoing mail, prepares items for shipment, determines the best method of delivery, and submits payment requests as needed.
• Participates in strategic planning, scheduling, and implementation.
• Maintains solid knowledge and proficiency related to a wide-range of technology tools with a focus on enhancing efficiency and effectiveness of all assigned job duties.
• Assists in office management and takes on project management for special projects.
• Maintains policy manuals, federal guides, spreadsheets, and internal / external office listings.
• Assists with budget management, monitors expenses against budget, creates and submits expense reports for corporate credit card and expenses.
• Assists with a broad range of administrative duties and performs other related duties as assigned that support the objective of the position.

Knowledge, Skills, and Abilities

• Flexible, team-oriented, collaborative work style, with excellent interpersonal skills, and the ability to work well with all levels of internal and external constituents.
• Excellent oral and written communication skills, including grammar, punctuation, spelling, and a high proficiency in proofreading;
• capable of preparing materials for Leadership signature, preparing and maintaining assigned documents, records and reports;

and the ability to interpret and communicate information clearly and accurately.

High proficiency with GSuite, Zoom, Slack, Asana and other technology tools; technically savvy with ability to learn new technology tools quickly.

and ability to efficiently and accurately create, maintain, and modify documents and / or presentations.

• Excellent documentation, organizational and problem solving skills, ability to research effectively and quickly while being resourceful.
• Excellent time management skills, ability to prioritize assignments / tasks with multiple deadline-driven priorities, efficiently meet scheduled deadlines while keeping appropriate personnel apprised of status on a regular basis, and work flexible hours as needed.
• Exceptional project management skills, maintains high level of accuracy and attention to detail, strong initiative, confidentiality, and project follow-through.
• Ability to work independently with minimal supervision, deliver assignments, and work effectively when parameters are not well defined.
• Strong interpersonal skills including the ability to manage effective relationships, exercise good judgment, and deliver effectively in working with a diverse staff and team while promoting and maintaining a collegial, collaborative team environment and consistently and effectively representing the views of College, Executive Team, and Division Leadership at all times.
• Ability to communicate effectively with Board of Trustees, students, faculty, administrators, elected officials, government agencies, business / industry representatives, community organizations, and the general public in a tactful and courteous manner while maintaining a high level of confidentiality and possessing excellent customer service and problem-solving skills.
• Experience working in a distributed and / or remote environment.
• Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, staff and faculty.

Minimum Qualifications

Minimum five years of experience supporting senior-level executives, preferably in a fast-paced administrative or executive office of a public agency or in an educational environment.

Working Conditions and Travel

Calbright College is a statewide online college where all instruction and support are done via various online technologies both in person and remotely.

Calbright College has administrative offices in Sacramento available for use. When working remotely, employees should be able and willing to use digital communication tools as used by the college, and have the ability to work on a computer for extended periods of time.

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Calbright College policies, procedures, and Title IX.
• Calbright College celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive.

Individuals interested in advancing Calbright College's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Requires the ability to function in a remote online instructional environment performing work of primarily a sedentary nature.

Requires the ability to use hearing and speech to make presentations to groups and carry on conversations over the phone and in-person.

Requires speaking skills to communicate with staff and students in one-on-one and small group settings, on the phone, and to distinguish sound prompts from various types of equipment.

Requires near visual acuity to read printed materials and computer screens. Requires sufficient hand / arm / finger dexterity to retrieve work materials, operate a personal computer keyboard, and operate standard office equipment.

Requires the ability to lift and / or move up to 25 pounds.

Work is performed indoors where minimal safety considerations exist.

Equal Employment Opportunity

Calbright College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, veteran status, disability or genetics.

In addition to federal law requirements, Calbright College complies with applicable state and local laws governing nondiscrimination in employment.

Who We Are

Calbright College is one of California's newest community colleges - the first statewide, online campus designed to bridge the gap between employers with unfilled positions and students who don't have either the time or money to attend a traditional school.

Our mission is to increase economic mobility and close equity gaps for working adults who lack easy access to traditional forms of higher education by offering online, flexible, affordable skills-based programs that provide tangible economic value for both working adults and hiring managers.