Executive Assistant (Administrative Assistant III - Confidential)

Executive Assistant (Administrative Assistant III-Confidential)

Welcome to Santa Monica College! Thank you for your interest in joining the Santa Monica College team as an Executive Assistant (Administrative Assistant III Confidential) to the Vice President of Human Resources. This position performs a wide variety of highly skilled administrative tasks in support of executive leadership in Human Resources, a fast-paced, high volume and mission critical division of Santa Monica College. The executive assistant to the VP of Human Resources will operate in an environment where professionalism, critical thinking and communication skills are of paramount importance. Administrative Assistant III Confidential positions in accord with Government Code 3562(d) and Educational Employment Relations Act (EERA) 3540.1(c) are required to develop or present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions. This position is scheduled to work Monday through Friday, 40 hours per week, 12 months per year at the Santa Monica College District Office.

Please note that all candidates must have authorization to work in the United States; the District does not have the ability to provide sponsorship. What you will bring to the college includes being a highly organized professional who takes pride in providing exceptional executive-level support. They approach this dynamic role with a commitment to excellence and the initiative to work independently. They possess exceptional attention to detail, are an effective writer and communicator, are proficient in modern office technology applications, and have the ability to research, compile, and synthesize information from multiple sources. They think critically, exercise sound judgment, and prioritize competing responsibilities while remaining flexible as priorities evolve. This person collaborates effectively with a broad range of internal and external stakeholders and navigates a complex organizational environment with an understanding of organizational structure and appropriate channels of communication. They are committed to valuing diversity and fostering an inclusive, respectful workplace, and handle confidential information with unwavering integrity and ethics.

In an effort to address budget shortfalls and ensure the long-term financial health of the College, the Board of Trustees has approved cost saving measures for the 2026-27 fiscal year that began July 1, 2026. These measures consist of:

(1) two unpaid furlough days per month for management and confidential staff, which amounts to approximately a 10% salary reduction, and

(2) freezes in step and longevity advancement that will halt salary advancement for at least one year.

The posted salary for this role does not reflect the two unpaid furlough days per month that took effect on July 1, 2026. Please note that the District will continue to offer fully paid health, dental and vision benefits for employees and their eligible dependents.

At SMC, you will work beside a diverse group of colleagues who leverage their combined talents and passions to accomplish something great. No matter what department you are in, or what job you have, your contributions will be critical to helping our students fulfill their dreams - landing that new job, or breaking through the cycle of poverty.

Some details about us:

• We are currently the number one transfer college to UCLA, USC, the University of California system, and Loyola Marymount University
• We are dedicated to sustainable practices and are accessible via environmentally-friendly transportation options, including the Expo Line and Big Blue Bus.
• We are one of the select community colleges in California approved to award a Bachelor's degree. SMC currently awards a Bachelor's degree in Interaction Design. Our second Bachelor's degree in Cloud Computing is coming in Fall 2027!

We value our employees as people, and recognize the value of work-life balance, the health of you and your family, and professional development. We offer a variety of benefits and perks to support new members of our team, including:

• 18 paid holidays*
• 24 paid vacation days*
• 12 paid illness days*
• Fully paid medical, dental, and vision-care coverage (including eligible dependents)
• Free mental health assistance through the Employee Assistance Service for Education (EASE) program.
• Membership in the California Public Employee Retirement System (CALPERS)
• 5% increase in base pay for every 5 years worked with SMC, up to 40 years of service (suspended for the 2026-2027 fiscal year by the Board of Trustees)
• Free Big Blue Bus access and monthly incentives for eligible employees through the Sustainable Transportation Incentive Program

* Benefits, holidays, vacation, and illness days listed above assume a 40-hours per week, 12 months per year schedule. Benefits, vacation and illness days are prorated for other work schedules.

Examples of Duties

Performs a wide variety of highly skilled administrative tasks independently; responds to correspondence relating to confidential and complex matters relating to the administrator's program responsibilities and District policies and procedures; resolves work problems involving administration, staff, or students. Schedules appointments, meetings and maintains calendar for assigned administrator. Processes materials for department budgets; utilizes spreadsheets to maintain budget and organize records; monitors expenditures; makes travel and conference arrangements ; submits conference attendance and expense/travel claims for payment, requisitions for supplies, printing and advertising; submits work orders and key requests. Types, formats, edits and proofreads materials containing confidential and/or sensitive information related to the business operations of the assigned unit. Responds to questions, requests and complaints either by telephone, in writing or in person from students, staff and the public; provides information about services, resources, policies and procedures. Interfaces with a broad range of internal and external contacts such as Board of Trustees members, Personnel Commission members, Community College Chancellor's office, other community college staff, government constituencies, and the public in order to answer questions or provide information. Electronically and manually records, prepares and submits departmental timesheets and absence forms for supervisor review and approval prior to submitting payroll. Acts as a liaison between the administrator and District staff, students, community members and representatives from other agencies by coordinating activities and projects, conferring on matters requiring the administrator's input or action, and relaying the administrator's directives and instructions. Creates, formats and distributes meeting agendas, attends meetings and prepares minutes; assists in meeting and events preparations arranging for facilities, food services, parking, and contacting speakers. Develops and recommends procedures for the compilation, maintenance and presentation of data; maintains data used to assist in the determination of policies, procedures and programs. Researches, compiles, analyzes, and prepares technical documents and reports related to the assigned administrator's program responsibilities. Interprets and applies provisions of California statues, District policies, and other complex materials to matters relating to administrator's program responsibilities and the administration of college programs and services. Participates in special projects relating to the administrator's program responsibilities. May train and provide work direction to assigned clerical staff. May compile, format and publish agenda items for Board of Trustees. Performs other related duties as requested or assigned. Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

Minimum Qualifications

Education Requirement: An associate's degree or equivalent from an accredited college or university in Liberal Arts, Business Administration, Communications, Computer Information Systems, Clerical Studies, or a closely related field. Experience Requirement: Four years of experience providing direct administrative support to an administrator or management level supervisor. Experience providing direct administrative support to an executive level administrator is preferred. Education/Experience Equivalency: Experience and/or education of the same kind, level, or amount as required in the minimum qualifications may be substituted on a year-for-year basis. Licensure and/or Certification: None

Supplemental Information

For additional information about our employment process, please visit our FAQ page and click on "current employees" (for existing, permanent SMC employees) or "job applicants" (for external applicants).