Full Time - Executive Assistant

Job Summary Provides executive level support to the District Chancellor/CEO. Principal Accountabilities Provides confidential administrative support at the direction of the Chancellor to the Chancellor and to the Board of Trustees, Executive Council, and any other employees and guests of the District. Collects and prepares information for executive review for discussions and meetings with executive staff members and outside individuals and groups. Composes correspondence from verbal direction or from knowledge of organizational policies and procedures. Prepares, reviews, and distributes reports, agendas, meeting minutes, and correspondences. Maintains current records, files, etc. of matters related to the Chancellor’s office. Serves as Chancellor's first point of contact for all internal matters. Schedules Executive Council, staff meetings, and other meetings as directed by the Chancellor. Receive and screen incoming visitors, guests, and calls by providing information and answering questions/requests from visitors, faculty, staff, and students and directing each to appropriate resources, as needed. Maintains daily appointment calendar and makes travel arrangements as necessary for the Chancellor and other executive staff as needed. Monitors budget, inventory and purchasing for the executive office by checking budget categories and preparing purchase requisitions, expense forms, budget transfers, reports, and supplies. Coordinate the calendars, as requested, of the Chancellor –by entering events, checking availability, and sending calendar invites. Ensure that printers, copiers, and other office equipment is “user ready” – by stocking and replenishing paper, print cartridges, etc. as needed. Coordinate and maintain supplies for office, beverages, catering, and coffee for office. Maintain and track office workflow by establishing effective office procedures and processes. Effectively communicate and monitor incoming and outgoing emails. Establish and maintain strong working relationships with internal and external partners. Coordinate and maintain the Board calendar. Communicate with the Board as needed and requested by the Chancellor. Assist with Board meeting preparation/distribution as needed. Proof-read all Chancellor letters, documents, memos and emails, as requested Manage projects and special assignments by establishing objectives; determining priorities, managing time, gaining cooperation of others; monitoring progress, problem solving, adjusting plans in accordance with strategic plans and operating objectives. Handle matters with College-wide impact and significant importance on behalf of the Chancellor. Responsible for a wide range of interrelated activities of short- and long-term duration involving College matters, as directed by the Chancellor. Prioritizes numerous tasks and projects on a day-to-day basis; Ensures all deadlines are met and projects are completed. Travel with the Chancellor as needed. Coordinates special projects including researching, summarizing, and analyzing information and data; interpreting and applying policies and procedures; compiling statistics; and/or recommending alternative solutions based on information gathered. Performs complex computer activities involving word processing, data processing, scheduling processes, and visual and graphic presentations. Reviews, tracks, and reconciles all budgets under the Chancellor; Prepares monthly, quarterly and annual reports as needed. Performs other related tasks as assigned.