"Executive Assistant to the Assistant Superintendent/Vice President of Student Services"

Under general direction, to provide administrative assistance and confidential secretarial support to a Vice President; to relieve the Vice President of routine office details; to provide staff assistance on a variety of matters; and to perform related duties as assigned.

This classification is distinguished from other secretarial and administrative support jobs by its responsibility for providing staff assistance and secretarial support to a Vice President (Academic Affairs, Student Services, or Administrative Services).

Ideal Candidate:

Gavilan College is committed to recruiting individuals that embody our Principles of Community by:

• actively demonstrating a commitment to embracing and celebrating diversity;
• committing to collaboration, effective communication and the development of strong working relationships
• promoting purposeful inclusion of all groups and the free exchange of ideas in a respectful, trusting and considerate environment; and
• demonstrating commitment to a college which prioritizes equity in resource allocation.

The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who can reframe inequities as a problem of practice. The ideal candidate demonstrates a commitment to student-centered practices, effective cross campus collaboration, purposeful service to the community and culturally responsive practices.

The ideal candidate is a strategic, dynamic, and highly organized professional with a proven ability to support executive-level leadership within a high-energy and collaborative environment. Beyond standard administrative support, this individual possesses the diplomacy and tact required to manage sensitive interactions with the Board of Trustees, faculty, staff, students, and community members. The candidate maintains strict confidentiality regarding personnel, legal, and board-related matters, ensuring compliance with FERPA guidelines, and navigating sensitive issues such as student grievances and Title IX complaints with discretion.

This candidate is a self-directed professional who excels at managing and prioritizing the often-competing assignments typical of a busy Student Services division without sacrificing attention to detail.

They possess exceptional interpersonal and customer service skills and can communicate well orally and in writing. The Executive Assistant will have technical expertise related to Student Services and the ability to leverage software and digital tools to streamline processes, complex calendar management and event coordination. The successful candidate proactively anticipates needs, exercises sound judgment under pressure, and fosters a positive, service-oriented culture.

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.

• Composes/prepares a variety of correspondence, reports, agenda materials, forms, and other written materials; proofs and/or edits materials;
• Receives and screens callers and voice mail, routes inquiries, relays Vice President's instructions and information to various college departments; applies policies and procedures; assists students, staff and public, and resolves complaints;
• Opens, screens and routes incoming correspondence and email, locates and attaches pertinent materials;
• Schedules and maintains appointment calendar for the Vice President, schedules and coordinates meetings; maintains calendars of events; makes travel arrangements;
• Coordinates special events and makes room, food and related arrangements for a variety of meetings;
• Assists in the preparation of and monitors the budget; reviews budget reports and resolves discrepancies; initiates transfers; prepares claims; provides assistance and guidance to staff in budget matters;
• Attends meetings, takes and transcribes minutes, and provides other responsible support to various boards and committees;
• Provides staff assistance such as gathering facts and materials, researching, compiling and summarizing information, processing and correlating data, preparing reports and processing forms, initiating recurring processing tasks for the area, preparing and maintaining handbooks, policies, schedules and related documents; and related assistance;
• Establishes and maintains confidential filing systems and official records, and ensures their security;
• Types, transcribes, word processes, assembles and distributes various documents;
• Collects, compiles and summarizes data and information for Vice President's use, state reports, program review, fiscal, and administrative purposes;
• Operates spread sheet and graphics software;
• Performs a variety of other responsible secretarial and clerical support such as: assemble, duplicate and distribute materials, order and maintain office supply stock, establish and maintain filing systems;
• May attend and/or conduct a variety of internal and external meetings and committees, within delegated authorities;
• Prepares grant applications including research of data and requirements, and preparation of narrative;
• Provides back up to other administrative assistants and the Executive Secretary;
• Performs a variety of other responsible administrative support, technical and secretarial functions