"Executive Assistant to the Vice President of Student Services"

Posted: 31-Jan-26

Location: Highline College 2400 S 240th St Des Moines

Categories: Staff/Administrative

Internal Number: 5217096

This posting will remain open until the position is filled. Priority screening for applications received by February 15, 2026.

The Executive Assistant to the Vice President of Student Services provides high-level, confidential administrative and executive support to the Vice President and the Student Services leadership team. This position manages complex scheduling, coordinates division-wide activities, supports strategic initiatives, and serves as a primary point of contact for internal and external stakeholders. The role requires professionalism, discretion, independent judgment, and the ability to operate effectively in a fast-paced, complex higher education environment.

The Executive Assistant also provides operational leadership for Student Services facilities, communications, events, fiscal processes, and governance support, ensuring effective division operations and communication.

This position is a salaried overtime eligible, at-will, full-time position.

Reporting to the Vice President of Student Services, this position will:

• Provide direct confidential, administrative and strategic support to the Vice President for Student Services;
• Schedule meetings and maintain the calendar for the Vice President;
• Draft, edit, and proofread correspondence, reports, and official communications;
• Serve as the primary liaison between the Vice President's Office and campus stakeholders, external partners, and community members;
• Maintain correspondence, reports, meeting minutes, policies, procedures and marketing materials for the Student Services Division;
• Prepare agendas, meeting materials, presentations, and follow-up documentation;
• Coordinate travel, lodging and conference registrations for the Vice President and other Student Services administrators;
• Coordinate with facilities for building-related issues;
• Coordinate division budget development;
• Track and maintain up-to-date reports on all student services budgets;
• Monitor, sign or obtain Vice President signature, and process materials and services requests and requests for payments;
• Serve on various campus committees (e.g. Commencement Committee, Budget Advisory Council);
• Post notifications from Student Services departments to SCALA media screens as requested;
• Maintain and update Student Services webpages;
• Oversee the production of the Student Services quarterly newsletter;
• Manage expenses via purchase-card purchases, reconciliation, travel authorizations, and expense reports.
• Certify documentation for related student service programs (ex. Running Start, Conduct, Northwest Athletic Conference (NWAC), etc.)
• Assist with division-wide projects, initiatives, and strategic planning efforts;
• Track deadlines, action items, and deliverables to ensure timely completion;
• Draft, edit, and proofread correspondence, reports, and official communications.

Skills & Abilities

• Proficiently use Microsoft Office, Google G Suite and PeopleSoft or basic CRM;
• Communicate effectively, both verbally and in writing;
• Streamline small and large team communications through Microsoft Teams platform;
• Accurately manage and track budgets;
• Work collaboratively with the Student Services Leadership team to problem-solve and mediate conflict and complaints;
• Serve and interact with diverse populations;
• Handle sensitive and confidential information with discretion and integrity;
• Exercise sound judgment in prioritizing tasks and responding to urgent matters;
• Strong organizational, time-management, and multitasking skills;
• Excellent written and verbal communication skills;
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and/or Google Workspace;
• Demonstrated ability to work independently and collaboratively.

Minimum Qualifications

• High school diploma or equivalent; AND
• 4+ years of experience providing direct administrative support.

Preferred Qualifications

• AA or Bachelor's Degree;
• Experience in higher education or a community college setting;
• Multi/bi-lingual.