Executive Assistant to the Executive Vice President (EVP)

POSITION SUMMARY

Reporting directly to the Executive Vice President (EVP), the Executive Assistant provides executive level support and exercises a high degree of confidentiality and discretion. Maintains a close and highly responsive relationship regarding day-to-day office management activities with the EVP, Chief of Staff for Strategic Initiatives and Operational Excellence (CoS), and other team members. Acts as a liaison to the direct reports and Cabinet level teams; organizes and coordinates executive outreach and external relations efforts; oversees special projects. Work requires knowledge and understanding of the institution’s mission and vision, strategic plan, programs, and procedures.

This position works independently on projects, from conception to completion, exercising confidentiality and discretion. Demonstrates commitment to continuous quality improvement and to providing outstanding service to internal and external stakeholders and maintaining an overall standard of excellence for the staff in the Office of the EVP.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Perform comprehensive office management duties to ensure operational efficiency. Effectively anticipate and prioritize competing demands, manage issues proactively and expeditiously, and ensue consistent follow-through. Act as a key communication bridge between the EVP's office and internal departments as well as external constituencies, effectively maintaining the highest levels of professionalism, credibility, trust, and support.
2. Welcome, greet and assist visitors; review and route correspondence; coordinate meetings, events, and special functions; answer questions and meeting requests. Respond professionally and with discretion to inquiries, comments, and concerns from Trustees, students, faculty, and staff, referring concerns to the appropriate office as needed.
3. Keep the EVP, CoS and team members informed of upcoming commitments, deadlines, and responsibilities. Proactively track projects, provide timely follow up, and ensure successful completion through effective coordination, consistent communication, and support for timely decision making.
4. Research, prioritize, and follow up on incoming issues and concerns. Assess and determine appropriate course of action, referral, or response to ensure timely and effective resolution.
5. Assist with day-to-day office budget monitoring, including expense tracking, reconciliation, and reporting. Initiate and complete all expense requisitions and reports within the college’s information system in a timely manner, ensuring all expense deadlines are met. Support the preparation and management of the annual office budget, ensuring accuracy, compliance, and effective oversight.
6. Complete a broad variety of administrative duties, including calendar management; composing and preparing correspondence, presentations, and letters; maintaining webpages; coordinating travel arrangements, accommodations, itineraries, and agendas; and compiling materials for travel-related meetings.
7. Prepare and deliver monthly reports and presentations as directed to support leadership review and decision-making.
8. Complete projects and special assignments by establishing objectives, conducting research, determining priorities, managing time, gaining cooperation and coordination of others, monitoring progress, problem-solving, and adjusting plans to meet deadlines and directives.
9. Communicate directly, and on behalf of the EVP and CoS, with internal and external stakeholders, on matters related to programmatic and operational initiatives.
10. Schedule and coordinate events, including preparing agendas and programs; arranging audiovisual and related technical equipment and services; and providing on-site or logistical support during events as needed.
11. Partner with the President’s Office Executive Administrative Team to support and execute projects and priorities related to office administration and Board of Trustees relations.
12. Serve on college committees and cross-functional teams as designated.
13. Perform additional duties as assigned.

MINIMUM QUALIFICATIONS

1. Bachelor’s Degree in Business or related field or Associate’s Degree in Business or related field with five (5) years administrative assistant experience.
2. Proficient in MS Office (Word, Excel, Canva, PowerPoint and Outlook), and Adobe Acrobat.
3. Excellent oral, written, and interpersonal communication skills; exceptional listening skills; ability to establish and maintain cooperative and effective working relationships.
4. Demonstrated leadership skills and abilities. High level of professionalism and resiliency.
5. Commitment to quality and integrity. Ability to multi-task and handle periods of high demand work.
6. Excellent customer service skills with the ability to effectively work with minimal supervision.
7. Proven ability to handle confidential and sensitive information with discretion, be adaptable to various competing demands.
8. Strong facilitation and organizational skills.
9. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor, and well-being, innovation, and quality.
10. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.

PREFERRED QUALIFICATIONS

1. Associate’s Degree in Business or related field with seven (7) years of experience in an equivalent role in an executive office setting
2. Direct recent experience in working with executive level staff.
3. English and Spanish verbal and written communication proficiency.
4. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS

1. Position requires flexibility for adjusted work hours such as early morning or evening based on the meetings and other events associated with the EVP office.