Confidential Executive Administrative Assistant

Position Summary

Serves as the primary administrative support person for the executive manager with responsibility for more than one educational and/or administrative area, by performing complex and varied secretarial, clerical, and support duties. Extensive knowledge of district and college policies, practices and regulations is needed in addition to knowledge of the Public Records Act and Brown Act Compliance. In addition to responsibilities included in preceding levels, serves as a liaison between the executive manager and division leaders on matters of significance such as board agenda items; provides support to community based and district wide committee planning (coordination/agendas) and minutes preparation; responds to requests and assists in resolving problems or referring matters to the appropriate party under limited direction and while using tact, diplomacy and judgment. There may be lead responsibility for support, temporary and student employees.

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Typical Duties

Serves as the primary administrative support for the executive manager with responsibility for more than one educational and/or administrative area. Functions as a resource regarding policies, procedures, budgets, contracts and related matters utilizing independent judgment, knowledge, and interpretation capabilities; maintain district policies and regulations, coordinating any revision thereof, assuring proper board approval, and distributing final copies; may be required to become a notary public; at the General Counsel office, format, finalize and file pleadings, proofs of service, and legal documents in conjunction with litigation and administrative hearings. maintain complex filing systems and provide retrieval /research functions when necessary; provide public relations to support interdepartmental and community college wide functions and meetings; independently formulate responses to routine letters and prepares reports, budgets, presentations and related matters from rough notes; coordinates meetings, prepares agendas, and takes minutes for committees, including community based committees falling under the Public Records Act and Brown Act Compliance, exercising judgment in editing and composition; make travel arrangements and schedule appointments, meetings, and speaking engagements, utilizing time management techniques; maintain confidential files; attend to administrative detail on special matters assigned by the administrator such as board agenda items, compliance matters and board reports; may take the lead for support, temporary and student employees; perform related duties as assigned to assure the calendar, projects and events of the executive manager and their staff are performed in a timely and appropriate fashion.

Minimum Qualifications

EXPERIENCE: Four years of experience related to the duties of the position.