Executive Assistant

Job Description:

Campus: College of San Mateo

FLSA Status: Non-Exempt

Months Per Year: 12

Hours Per Week: 37.5

The Executive Assistant performs paraprofessional work related to providing a variety of technical, coordinative, and other support services to senior administrative staff. Under direction, the position is responsible for moderate to complex assignments, such as research and reporting; project and/or staff coordination and follow-up; facilitating meetings; planning and implementing workshops and special events. Public contact is extensive and can include staff, students, outside agencies, and organizations for the purpose of exchanging policy and procedural information. A high degree of independent judgment and creativity is required to create original materials, plan and implement major workloads, and provide input into workflow, project planning, and implementation. Consequences of errors in judgment could be costly in public relations and employee time. An Executive Assistant can direct the work of clerical and other staff and student assistants as assigned.

Duties and Responsibilities
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges information with staff, students, other educational institutions, funding, regulatory, and other outside agencies and organizations, and the general public regarding College and District policies, procedures, timelines, staffing, contracts, event planning, and other issues
2. Represents administrative staff at a variety of meetings as assigned
3. Sets up and maintains a complex management calendar for the Vice President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops
4. Monitors budgets and makes recommendations and allocations; prepares purchase requisitions and contracts; and prepares appropriate conference and expense reports
5. Drives a motor vehicle to attend workshops, meetings, and other events to present and/or obtain current information used to develop original materials or make modifications to existing procedures
6. Confers with administrative staff regarding moderate to complex projects and workflow
7. Researches, compiles data for, designs, formats, and prepares statistical, financial, demographic, and other data for special and regular reports and databases, using a variety of computer and presentation software
8. Makes recommendations for changes to procedures, workflow, and policies
9. Sets up and maintains a library of resource materials on a variety of topics
10. Trains, supervises, and evaluates the work of clerical and other staff as assigned
11. Takes and transcribes meeting notes as assigned
12. Coordinates staff in other College and District units on special and regular projects
13. Takes initiative and plans project timelines, organizes, and coordinates with administrative staff while adhering to demands and tight deadlines to produce outcomes and deliverables
14. Composes correspondence, survey responses, memoranda, brochures, training materials, handbooks, and other reference materials as assigned
15. Works collaboratively and professionally with staff and administration in the Vice President's office
16. Sets up and maintains confidential and other documentation and files
17. Performs other related duties as assigned

Employment Standards (acquired through education, training, and/or experience)

Knowledge of:

1. The policies and procedures applicable to a major District or College administrative unit
2. Techniques used in research

Skill in:

1. Using a variety of spreadsheets, presentations, and other computer software
2. Project and event planning, staffing, implementation, and evaluation
3. Directing and evaluating the work of others
4. Handling confidential records and public contact
5. Multitasking with attention to details
6. Communicating respectfully and sensitively with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
7. Oral communication, including public speaking
8. Written communication

Ability to:

1. Work effectively as part of a customer service team

Requirements:

• A combination of education and experience equivalent to possession of an Associate's degree in business administration, office administration, or a closely related field
• Successful complex clerical experience of increasing responsibility
• Demonstrated cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff
• Demonstrated skill in written and oral communication, including public speaking
• Experience with the organization and implementation of various complex office procedures and forms
• Experience with training and supervising the work of others
• Skill in the use of a variety of computer software to compose and prepare correspondence, reports, presentations, and other written materials
• Skill in project planning and implementation
• Experience with research and compiling data for formatting and preparing statistical, financial, and other reports
• Demonstrated skill in multi-tasking, prioritizing workloads, and working independently
• Demonstrated skill in working as part of a customer service team

Additional Information:

Physical/Other Requirements

This classification requires visual comparison and acuity; manual dexterity; oral communication to small and large groups; attention to details; data analysis and logical sequencing; multitasking; work under deadlines and other pressures; patience and sensitivity to others; discretion and tact; negotiating and persuasive communication; good memory; and strategic planning to perform the essential functions.

Benefits: Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees' Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.


EEO Statement: San Mateo County Community College District is an Equal Opportunity, Title IX, and Section 504 employer. We prohibit discrimination and harassment based on race, color, ancestry, national origin, religion, age, sex, gender identity, sexual orientation, genetic information, marital status, veteran status, medical condition, physical or mental disability, or any other protected status under federal, state, or local law. We seek to employ individuals who reflect our community's diversity of cultures, languages, and abilities.

Our EEO Plan grounded in Title 5 regulations is developed and monitored by an EEO Advisory Committee, reviewed at least every three years, and supported by regular training for all members of selection and screening committees. We collect and analyze recruitment and retention data to measure progress and identify barriers.

Annual Security Report


San Mateo County Community College District's (SMCCCD) 2025 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2022-2024) concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. The 2025 Annual Security Report also outlines various campus safety and security policies concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2025 Annual Security Report is now available on the Public Safety website. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses View phone number on click.appcast.io. The report includes information about criminal activity on our campuses, emergency procedures, and resources.



Application Instructions:

Conditions of Employment

Before employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions). Foreign Education completed outside of the United States must be deemed equivalent to that gained in conventional/accredited U.S. education programs in order for it to be considered for the satisfaction of minimum qualifications. Foreign transcripts must be translated and evaluated by a U.S.-based credentials evaluation service. The District currently accepts evaluations from agencies approved by the California Commission on Teacher Credentialing.
2. Submit verifications of employment.
3. Satisfactory references
4. Successfully being cleared for employment through the background check process. In addition to background checks, the District may review publicly available information. If a candidate becomes aware of inaccurate information on the Internet, the candidate is welcome to address the issue with the Office of Human Resources.
5. Disclose whether they have received a final administrative determination or final judicial decision determining that they have committed sexual harassment within the last seven years.
6. Present original documents for proof of eligibility to work in the United States
7. Approval of your employment by the SMCCCD Board of Trustees
8. Provide a certificate of Tuberculosis exam for initial employment.
9. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to the first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

All applicants are required to submit:

1. A completed Employment Application (available during the online application process).
2. Resume
3. Cover letter of no more than 3 pages that addresses the applicant's qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement and cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff.

Candidates for interview will be selected from those who most closely meet the requirements and possess the knowledge, skills, and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made as soon as practical by contacting Jennie Elizalde at View email address on click.appcast.io or View phone number on click.appcast.io in the Office of Human Resources.

The District and/or College reserves the right to extend time limits and/or repost or restart recruitments at any time.

SMCCCD is not an H1B sponsoring employer.