Job Details

Executive Assistant to the President


Campus: Cañada College

FLSA Status: Non-Exempt

Salary Schedule: 50

Bargaining Unit: Non-Represented

Months Per Year: 12

Hours Per Week: 37.5

Mandated Reporter: Yes

Campus Security Authority: No

Under direction of the College President, the Executive Assistant to the President performs difficult and specialized clerical and administrative support, including coordinating a wide variety of complex projects and assignments. There is an expectation that the Executive Assistant to the President will resolve problems and make independent decisions with minimum supervision. The Executive Assistant to the President exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for the President's Office, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions. The employee initiates, implements and coordinates other staff workloads and timelines in order to complete major projects and to provide support for the President's Office. Public contact is extensive, and involves Governing Board members, the Chancellor's Office, College and District staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A high degree of independent judgment and creativity is required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff and employee time. The Executive Assistant to the President may lead the work of other clerical staff, volunteers and student assistants as assigned.

Duties and Responsibilities
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Works cooperatively with the College President to carry out the District's mission, vision, and goals by assisting and overseeing preparation of strategic planning agendas, minutes, and other materials
2. Composes correspondence on own initiative on matters not requiring personal responses of the College President and responds to various surveys; prepares information of a confidential nature, including responses from the College President on grievances and legal matters, preparation of administrative and staff evaluations, and a variety of other documents
3. Responds to and assists the College President in resolving difficult and sensitive inquiries, complaints. and requests for information and assistance
4. Screens mail for crucial and confidential matters requiring the College President's immediate attention or requiring the referral to other appropriate administrative staff
5. Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
6. Sets up and maintains a complex management calendar for the College President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops
7. Coordinates comprehensive travel arrangements and prepares and oversees documentation for travel and other requests and reimbursements for the College President
8. Plans and coordinates administrative unit and college-wide events and activities in conjunction with other management and staff and provides event and activity support such as planning and scheduling speakers, confirming sites and availability of participants, compiling event materials, and providing follow-up as assigned
9. Coordinates, compiles, organizes, prepares, and oversees the production of agendas, minutes, meeting materials, calendars, and other materials; maintains official records of agendas and minutes
10. Serves as a liaison for the College President with the community and staff, including maintenance of the appropriate District informational websites
11. Uses standard software applications to compose and prepare calendars, correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas and meeting minutes and to design and/or to update an area website
12. Uses a database and a variety of spreadsheet and other computer software to set up, track and maintain a wide variety of data and files
13. Researches and compiles data for statistical, financial and other reports, class schedules, catalogs and brochures, special projects, grant applications, contracts, correspondence, surveys, presentations, agenda materials, division/department programs and services, and other uses
14. Monitors budgets for College President and makes recommendations regarding expenditures and allocations; prepares purchase requisitions and completes electronic supply orders; prepares appropriate expense reports for the College President
15. Plans, organizes, coordinates, and directs office workflow and makes workload assignments in the President's Office, including ensuring that timelines are met, assigning projects, and supervising employee production
16. Prepares agendas, calendars, and meeting materials for meetings
17. Works with Human Resources to schedule second interview schedules for faculty and administrative staff and for positions reporting directly to the College President
18. Trains and leads the work of other administrative support staff in major procedural workloads as assigned, including recommending timelines for submission of work by other staff, reviewing and auditing completed work, and instructing staff on modifications to existing procedures
19. Reviews office workflow for efficiency and makes recommendations for modifications, including planning, creating, and implementing new and modified office forms and procedures in conjunction with management and other staff
20. Proofreads documents and publications
21. Performs other related duties as assigned

Employment Standards (acquired through education, training, and/or experience)

Knowledge of:

1. Office organizational procedures including workflow, current office equipment, supplies, file systems and computer applications

Skill in:

1. Multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making
2. Use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management system
3. Respectful, tactful, confidential and sensitive interaction with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
4. Project and event planning
5. Oral communication, including public speaking and giving clear and concise instructions
6. Written communication
7. Training and leading the work of others
8. Organizing data, setting up, tracking and maintaining data in electronic and manual files

Ability to:

1. Coordinate, anticipate, and resolve workload issues and problems
2. Work effectively as part of a customer service team

Job Requirements:

• A combination of education and experience equivalent to possession of an Associate's degree in business administration, office administration, or a closely related field OR an equivalent combination of education and experience
• Successful complex clerical experience of increasing responsibility
• Demonstrated cultural competence, sensitivity to, and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff
• Experience with the organization and implementation of various complex office procedures and forms
• Experience with training and leading the work of others
• Experience with the use of a variety of computer software to compose and prepare correspondence, reports, presentations, and other written materials
• Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports
• Demonstrated skill in multi-tasking, prioritizing workloads, and working independently
• Demonstrated skill in working as part of a customer service team

Additional Information:
Safety: to promote a safe working and learning environment employees must report any unsafe working conditions or practices, as well as any near-miss incident to their supervisor.

Work Demands

The environmental, physical, and mental demands described here are representative of those that an employee must meet to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Environmental: typical on-site office environment; in-person work expected with potential to participate in the District's telework program, as available.

• Frequent hearing and speaking to exchange information in person and online
• Comprehend speech at normal levels
• Upper limb dexterity to operate computers and peripheral equipment
• Vision sufficient for daily and frequent use of computers, databases, and written materials
• Sitting for extended periods of time
• Frequent bending at the waist
• Physical presence at on-site locations
• Lifting and carrying objects up to 20 pounds
• Communicate and interact with others; compose oral and written communications and reports
• Observe and interpret people and situations
• Learn and apply new information or skills
• Perform highly detailed work on multiple concurrent tasks
• Use math/mathematical reasoning
• Perform highly detailed work under changing priorities and deadlines on multiple concurrent tasks
• Work with frequent interruptions
• Self-regulate emotion and behavior

Benefits: Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees' Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

EEO Statement: San Mateo County Community College District is an Equal Opportunity, Title IX, and Section 504 employer. We prohibit discrimination and harassment based on race, color, ancestry, national origin, religion, age, sex, gender identity, sexual orientation, genetic information, marital status, veteran status, medical condition, physical or mental disability, or any other protected status under federal, state, or local law. We seek to employ individuals who reflect our community's diversity of cultures, languages, and abilities.

Our EEO Plan grounded in Title 5 regulations is developed and monitored by an EEO Advisory Committee, reviewed at least every three years, and supported by regular training for all members of selection and screening committees. We collect and analyze recruitment and retention data to measure progress and identify barriers.

Annual Security Report

San Mateo County Community College District's (SMCCCD) 2025 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2022-2024) concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. The 2025 Annual Security Report also outlines various campus safety and security policies concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2025 Annual Security Report is now available on the Public Safety website. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000. The report includes information about criminal activity on our campuses, emergency procedures, and resources.


Closes: 3/3/2026

To apply, visit http://smccd.interviewexchange.com/jobofferdetails.jsp?JOBID=196863