Position Details

Classification Information

Classification Title
Executive Assistant to the College President

Salary Range
$8,008 -$10,180 Per Month

Salary Schedule Information

Click Here for Current Confidential Salary Schedule

Position Information

Job Title
Executive Assistant to the College President

Position Number
CCN999

Location
Cypress College

Department
CC President's Office Administration

Percentage of Employment
100%

Months of Employment
12 Months Per Year

Work Schedule
Monday- Friday, 8:00 AM - 5:00 PM (Schedule and shift are subject to change in accordance with department needs.)

Primary Purpose

PRIMARY PURPOSEPursuant to California Education Code Sections 88003 and 88003.1, this position is designated as Confidential within the classified service. Incumbents in this designation are assigned duties that require regular access to or participation in matters related to collective bargaining on behalf of the District. As a result of these responsibilities, confidential employees are excluded from represented bargaining units and are classified separately within the District's classified service structure.
The Executive Assistant to the College President provides high-level administrative and executive support to the College President. This role is essential in managing the office's day-to-day operations, ensuring smooth communication between the President and other college departments, and handling the coordination of special projects and board items. The Executive Assistant plays a key role in supporting the President's strategic initiatives, maintaining confidentiality, and representing the President's office in interactions with internal and external stakeholders.

Distinguishing Characteristics

DISTINGUISHING CHARACTERISTICS

The Executive Assistant to the College President is distinguished by its responsibility for supporting the highest executive office within the college. This role demands exceptional organizational, communication, and problem-solving skills, along with the ability to handle complex, sensitive issues independently. The position requires a deep understanding of the college's operations, as well as the ability to work effectively with a broad range of stakeholders, including the Board of Trustees.

Essential Functions

ESSENTIAL FUNCTIONS
Examples of essential functions are interpreted as being descriptive and not restrictive in nature.

Job Description

JOB DESCRIPTION

Executive SupportProvides comprehensive support to the College President, including managing schedules, preparing briefing materials, and coordinating executive communications.

Handles highly confidential and sensitive information with discretion.

Prepares and manages the President's correspondence, reports, and presentations.

Sets up and coordinates formal appeal hearings, including but not limited to panel members from other colleges; composes and distributes formal hearing documents and decision letters.

Board and Reporting Support

Coordinates the preparation and submission of board items, ensuring accuracy and compliance with deadlines.

Assists with the compilation and analysis of data for state and federal reporting, audits, and program reviews.

Special Event/Project Coordination and Accreditation Process Support

Plans, oversees, coordinates, and promotes a wide array of District and/or campus-wide special events, ceremonies, and projects in support of the President's Office and/or the District/campus initiatives, goals, and objectives including but not limited to receptions, welcome events, commencement, opening day, and investitures. Partners with District and campus departments and staff to organize, schedule, and execute assigned special events and projects. Identifies, negotiates, and contracts with external vendors, speakers, and/or other individual or organizational entities for services provided.

Partners with internal and external departments and organizations to promote and market events throughout the District, campus, and local communities.

Assists President with Accreditation Team site visits including but not limited to site tours and meeting coordination and administrative support, as needed. Ensures compliance with accreditation requirements.

May participate as a member of the campus accreditation team.

Budget and Fiscal Support

Tracks, monitors, and reconciles assigned budgets; reviews and verifies account activities, identifies errors or inconsistencies, and works with accounting to make appropriate adjustments.

Performs routine accounting responsibilities related to Grants, HSI budget, assigned program budgets, and all budgets under the president's control; prepares and generates accounting or budgeting reports, as directed.

Communication, Collaboration, and Coordination

Collaborates with the President's executive team to support strategic initiatives, program reviews, and accreditation efforts. May assist with identifying and addressing gaps in business processes and areas of improvement across the organization and makes recommendations to improve the effectiveness in the decision-making process.

Acts as a liaison between the President's office and other college departments, as well as external organizations.

Manages the President's electronic communication systems, ensuring seamless interactions with internal and external stakeholders.

Support for Onboarding/Offboarding

Supports the President in managing the onboarding and offboarding processes for executive staff, with a focus on adhering to collective bargaining agreements.

Provides guidance on interpreting and applying collective bargaining agreements in executive operations.

Technology and Process Improvement

Utilizes advanced technology for communication, data analysis, and presentation creation.

Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.

Diversity, Equity, and Inclusion

Champions DEIA initiatives on behalf of the President's office.

Ensures that all department operations and interactions promote inclusivity and equity.

General

Performs other related duties that support the overall objective of the position.

Working Relationships

WORKING RELATIONSHIPSThe incumbent engages and maintains contact with various District administrators, management, faculty, staff, students, vendors, government agencies and organizations, higher education institutions, the California State Chancellor's Office, and the public.

Knowledge, Skills and Abilities

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge:

• Comprehensive knowledge and understanding of the operational and strategic responsibilities of a College President.
• Knowledge and understanding of state and federal regulations affecting higher education, particularly in areas of reporting and compliance.
• Knowledge of the California Education Code related to the area of assignment.
• Knowledge and familiarity with accreditation processes, program reviews, and institutional planning.
• Advanced knowledge and understanding of DEIA principles and their application in higher education settings.
• Knowledge of computer systems, applications, and software programs and platforms such as Maxient and Banner.
• Knowledge of emerging technologies and communication tools relevant to higher education administration.

Skills:

• Excellent organizational and time management skills, with the ability to handle high-pressure situations.
• Advanced communication skills, both written and verbal, with the ability to draft, edit, and present complex materials.
• Data collection, analysis, reporting, and the use of technology to enhance office operations.
• Event planning and coordination skills, including the ability to manage logistics and details for meetings, workshops, and special events.
• Proficiency in computer software programs, applications, databases, and Enterprise Resource Planning Systems (ERP) systems; computer hardware and peripheral equipment related to the area of assignment.

Abilities:

• Ability to work independently, make informed decisions, and manage the day-to-day operations of the President's office.
• Ability to work independently and collaboratively within a team environment.
• Ability to oversee and coordinate all aspects of board submissions, contractual agreements, and compliance reporting.
• Ability to collaborate effectively with internal and external partners to support strategic initiatives, program reviews, and accreditation processes.
• Ability to maintain confidentiality and manage sensitive information with the utmost discretion.
• Ability to support the President in advancing DEIA initiatives and ensuring a welcoming campus environment.
• Ability to support accreditation efforts, program reviews, and other institutional initiatives as needed.
• Ability to foster strong relationships with internal and external stakeholders, including board members and community partners.
• Ability to manage complex scheduling and logistics for high-level m