Administrative & Staff Job Classifications
Class Specification Title: Executive Assistant
Series: Administrative Support - Professional
Levels in series: 1
The Executive Assistant is a stand-alone classification in the administrative support - professional series. Incumbents are responsible for performing complex, professional level work and leadership in supporting, developing, and planning College initiatives, projects, and programs in support of a campus or district administrator. Incumbent is a member of the administrator’s management team and participates in developing goals and objectives in support of the College.
TYPICAL CLASS ESSENTIAL DUTIES These duties are a representative sample; position assignments may vary.
- Conducts research, prepares, organizes, and analyzes a variety of technical reports, special studies, and related communication in support of Campus and District-wide administration goals and objectives. Daily 20%
- Proactively building cooperation and partnerships while promoting communication within the District, across campuses and throughout the community, disciplines, and diverse interests by responding to questions from staff, general public and external group’s requests for information about the College or Campus. Daily 15%
- Identifies and forecasts the environment in which issues and special projects are to be accomplished by keeping informed of, interpreting, and applying pertinent rules, regulations, policies, and procedures. Daily 10%
- Serves as a resource for the planning, coordinating, and directing of special events. Weekly 15%
- Develops informational materials, news releases, other media materials, presentations, and communications. Weekly 10%
- On behalf of the administrator, incumbents participate in and contribute to various Campus and College committees, tasks forces and study groups. Weekly 10%
- Establishes and builds a positive working relationship with community agencies, organizations, and special interest groups. Monthly 5%
- Represents and supports executive administrators by acting on their behalf at professional meetings, events, and presentations. Quarterly 10%
- Assists in the coordination of workshops, retreats, and seminars. Quarterly 5%
- Performs other duties of a similar nature or level. As required.
POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:
- Incumbents may be required to travel
Training and Experience (positions in this class typically require):
Bachelor’s degree in a management, education, public relations or related field and three years of administrative support experience, preferably in an educational setting; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Master’s degree is preferred.
Licensing/Certification Requirements (positions in this class typically require):
Knowledge of (position requirements at entry):
- Preparing and writing reports, correspondence and media materials
- Data collecting and analyzing techniques
- Conflict resolution techniques
- Team and consensus building techniques
- Public relations principles
- Researching principles
Skills in (position requirements at entry):
- Conducting research
- Compiling and analyzing data and information
- Preparing complex reports and presentations
- Interpreting, developing, and applying policies, procedures, and guidelines
- Organizing work and balancing multiple priorities
- Written and verbal communications
- Public speaking
- Using computers and applicable software
- Monitoring programs
- Building consensus
- Resolving conflict
- Coordinating events
- Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
Positions in this class typically require: fingering, talking, hearing, seeing and repetitive motions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.
Draft prepared by Fox Lawson & Associates LLC (DJG/LM)
Revised by Human Resources: 12/04, 9/12, 01/18