Executive Assistant to the President

Job description



HR EMPLOYMENT/CAREERS
Initial Review Date: 10/28/2020**

**Any complete applications received after the review date will only be forwarded to the hiring committee at their request.

Starting Salary: $5,851.87 (per month) plus benefits; Salary Grade: C5-11

Full Salary Range: $5,851.87 - $7,846.05 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

De Anza College Mission Statement:

De Anza College provides an academically rich, multicultural learning environment that challenges students of every background to develop their intellect, character and abilities; to realize their goals; and to be socially responsible leaders in their communities, the nation and the world.

De Anza College fulfills its mission by engaging students in creative work that demonstrates the knowledge, skills and attitudes contained within the college's Institutional Core Competencies:

  • Communication and expression
  • Information literacy
  • Physical/mental wellness and personal responsibility
  • Civic capacity for global, cultural, social and environmental awareness
  • Critical thinking

JOB SUMMARY:

Working in the current online environment and transitioning to an on-campus environment when appropriate, the executive assistant provides exemplary administrative support to the president and the Office of the President, including working closely with college senior administrators and their support staff. In addition to providing expert executive support in anticipating and meeting the needs of the president, and superior office management skills, the executive assistant uses discretion and judgment in responding to internal and external needs and requests. The executive assistant will quickly learn and work within a complex internal shared governance system that requires political acumen and planning ability. Having or gaining knowledge of external political and social influences on higher education regionally and beyond, including current events and community issues, will be helpful. Job duties will be in service to the college's mission and strategic initiatives involving equity and targeted student populations, including assignments in collaboration with the college district's Foundation focusing on fundraising activities.

DEFINITION:

Reporting to the President serves as confidential executive assistant. Acts as a liaison between the President, Chancellor, Board of Trustees, and senior management. Organizes, manages, and directs daily operations in the President's Office. Prioritizes and routes incoming electronic, postal and telephone correspondence. Initiates preparation of responses to correspondence. Schedules appointments with students, faculty, community members, other colleges, and businesses. Coordinates numerous forums, events, luncheons, and other meetings; monitors the office budget. Organizes agendas, prepares background materials, and arranges meetings that the President attends, both internally and externally; transcribes minutes; prepares agenda items to be submitted to the Board of Trustees, and maintains electronic office files relating to all matters that go through the President's Office.

NATURE AND SCOPE:

The Executive Assistant supervises occasional student workers and casual employees as needed, with supervisor's approval.

The Executive Assistant is responsible for distributing incoming correspondence, reports, and articles; deciding whether telephone calls should be delegated and to whom, and making routine office decisions regarding travel arrangements, purchases, etc.

EXAMPLE OF DUTIES AND RESPONSIBILITIES:

Depending upon assignment, duties may include, but are not limited to, the following:
  1. Answer phones for President, make appointments, handle queries and occasional complaints, and all daily business.
  2. Draft, prepare, type and format correspondence.
  3. Respond to in-person requests from students, faculty, staff, and community members.
  4. Create agendas for various meetings and record and type minutes.
  5. Write receipts, process payments, develop and send “thank you” letters and receipts for President's Office and for the Development Office.
  6. Develop submission material for Board of Trustees.
  7. Performs other related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:
  1. Current technological communication tools.
  2. Grammar / correspondence-writing skills.
  3. Administrative support tasks, protocols and best practices

Ability to:
  1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Communicate effectively both orally and in writing.
  3. Demonstrate excellent computer and software skills, note-taking skills for minutes, etc.
  4. Demonstrate reasoning and problem-solving skills.
  5. Utilize organizational and time management skills.
  6. Demonstrate interpersonal skills.
  7. Administrative management.
  8. Prioritize tasks and projects.

MINIMUM QUALIFICATIONS:
  1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Any combination equivalent to a Bachelor's degree AND three (3) years related experience.

PREFERRED QUALIFICATION:
  1. Experience in managing office and administrative support.

WORKING CONDITIONS:

Environment:
  1. Campus environment.
  2. Frequent interruptions.

Physical Abilities:
  1. Hearing and speaking to exchange information in person and on the telephone.
  2. Dexterity of hands and fingers to operate a computer keyboard.
  3. Seeing to read various materials.
  4. Standing for extended periods of time.
  5. Bending at the waist, kneeling or crouching.
  6. Lifting, carrying, pushing or pulling objects up to 30 lbs.

APPLICATION PACKET:
  1. A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. A cover letter addressing your qualifications for the position.
  3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date.

CONDITIONS OF EMPLOYMENT:

Position: Full-Time, Permanent, 12-months per year

Expected Start Date: January, 2021

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.

For more information about our application process contact:

Employment Services

Foothill-De Anza Community College District

12345 El Monte Road

Los Altos Hills, California 94022

Email: [email protected]

http://hr.fhda.edu/


To apply, visit https://fhda.csod.com/ux/ats/careersite/4/home/requisition/213?c=fhda





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Job No:
Posted: 10/9/2020
Application Due: 12/8/2020
Work Type:
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