Executive Assistant to Vice President

Posting Details

Position Information

Job Title Executive Assistant to Vice President
Position Type Classified
Position Code 2CIN16
Pay Rate (or Annual Salary) $5,065.17 - $6,168.33/month (*See Special Instructions below)
Job Location Chabot College, 25555 Hesperian Blvd., Hayward, CA 94545
Department Academic Services
Job Summary

The Chabot-Las Positas Community College District is seeking an Executive Assistant to the Vice President of Academic Services for Chabot College in Hayward, California.

Under general direction, perform a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of an assigned Vice President’s Office; process administrative details not requiring the immediate attention of the executive staff member including the coordination of functions, communication of policy, the preparation of reports, and other administrative tasks.

The Executive Assistant to the Vice President classification includes positions that provide responsible administrative support to a Vice President level including Vice President of Administrative Services, Academic Services, or Student Services. Incumbents report to and support an executive with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse, complex, and sensitive/confidential administrative and secretarial tasks, requiring a substantial amount of tact, judgment, and initiative. Incumbents are required to be self directed and to relieve the executive of routine administrative duties and provide work direction and guidance to lower-level office staff assigned to the area.

This is a confidential class designated by the Board of Trustees of the Chabot-Las Positas Community College District under authorization of Chapter 10.7, Section 3540.1, of the Government Code.

Representative Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional duties not listed, but within classification.

1. Serve as executive assistant to an assigned Vice President; participate and assist in the administration of a College Vice President’s Office, relieving the executive of a variety of technical and administrative duties; serve frequently as a liaison between the executive and the public, students, staff, and other campus officials; promote and maintain positive staff, student, and community relations; exercise judgment, diplomacy, and discretion in handling matters of a difficult and sensitive nature.

2. Assist assigned executive in meeting reporting requirements, functional and logistical responsibilities, and research objectives; assist in organizing programs, functions, and activities promoted by the District, College, or program area.

3. Plan and organize executive office support functions; coordinate, oversee, and evaluate the flow of office work and assure that work is performed in a timely and accurate manner; recommend improvements in work flow, procedures, and use of equipment and forms; review, update, and inform the assigned Vice President and others of essential timelines; discuss and review calendar of events on a regular basis with the Vice President to assure timely coordination of office activities and status of assigned projects; develop schedules related to division/department activities and services.

4. Assist the executive in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; develop standardized computer formats for division reports and publications; establish new and revised office procedures, as appropriate.

5. Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments; coordinate community meetings and functions; make travel arrangements for department staff; process conference reimbursement and other requests.

6. Assign, schedule, train, and provide work direction to lower-level office staff and student workers as assigned; prioritize work assignments; review and validate completed work for accuracy.

7. Collect, research, compile, analyze, verify, summarize, record, and evaluate information; prepare and distribute narrative, statistical, and financial data, recommendations, and alternatives as requested; complete reports; verify and review forms and reports for completeness and conformance with established regulations and procedures.

8. Coordinate and oversee specialized functions or projects independently as assigned; assure that work is performed in a timely and accurate manner; use independent judgment to develop and provide recommendations, suggestions, or information as appropriate.

9. Screen office and telephone callers; respond to sensitive questions, complaints, and requests for information from administrative, management, academic, and/or classified staff, students, and the general public; communicate information in person, by telephone or electronic e-mail, or written correspondence where judgment, knowledge, and interpretation of policies and procedures are necessary.

10. Serve as liaison between assigned Vice President and the Chancellor, Vice Chancellors, College President and other Vice Presidents, administrative and management staff, academic and classified staff, students, representatives of community agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary.

11. Assure that Board agenda items and supporting documents are developed, prepared, received, and forwarded within District timelines and/or legal requirements and guidelines; assure the executive receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested.

12. Assist the Vice President in the preparation and administration of program budget(s); assist in preparing cost estimates for budget recommendations; assist in submitting justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner; provide regular budget reports to executive for control of expenditures; assist in resolving budget issues and problems; process budget/expense transfers; recommend budget revisions.

13. Recommend expenditures for office equipment, materials, and supplies; initiate contact with vendors for various products and services and assure their timely ordering, receipt, and storage; assure proper functioning of office equipment; post, monitor, and track invoices and other expenditures.

14. Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.

15. Take and transcribe dictation of sensitive/confidential materials; prepare a variety of correspondence, memoranda, reports, proposals, and other materials; compose and edit correspondence; record and prepare minutes from a variety of meetings; distribute materials as appropriate.

16. Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature for executive’s approval.

17. Establish and maintain a variety of complex, interrelated filing systems including confidential files; establish and maintain files for information, records, and reports including those related to budget and cost records; maintain manuals and updated resource materials.

18. Receive and distribute mail and identify and refer matters to the executive or appropriate staff member in order of priority.

19. Utilize various computer applications and software packages; enter, update, correct, and extract information; maintain and generate reports from a database or network system.

20. Perform related duties as required.

Minimum Education and Experience

Any combination of the following would provide a typical way to obtain the required knowledge and abilities.


Equivalent to the completion of the twelfth grade supplemented by two years of college level course work or specialized training in business, secretarial science, office automation, or a related field.


Five years of increasingly responsible secretarial experience involving a high level of public contact, use of computer and office applications, and providing secretarial support to executive and management staff, preferably in an administrative office in an educational environment.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a
short period of time in order to successfully perform the assigned duties.

Knowledge of:

1. District organization, operations, policies, and objectives.

2. Operational characteristics, services, and activities of the functions, programs, and operations of the assigned Vice President’s Office.

3. Work organization and office management principles and practices.

4. Pertinent state, federal, and program policies, rules, and regulations including applicable sections of the State Education Code.

5. Instructional process and college environment.

6. District hiring and payroll process.

7. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

8. Processes, procedures, and practices of budget preparation and administration.

9. Principles, practices, and procedures of business letter writing.

10. Principles and procedures used in complex, inter-related record keeping.

11. Principles and practices used to establish and maintain files and information retrieval systems.

12. Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation.

13. Statistical procedures and mathematical concepts.

14. Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

15. Interpersonal skills using tact, patience, and courtesy.

16. Principles and practices utilized in handling sensitive and/or confidential issues.

17. Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.

18. English usage, grammar, spelling, punctuation, and vocabulary.

19. Oral and written communication skills.

Ability to:

1. Perform difficult and complex administrative and secretarial work to effectively relieve the assigned executive staff member of routine administrative detail.

2. Perform specialized, technical, and administrative support duties involving the use of a high level of independent judgment and personal initiative.

3. Oversee and participate in the management of the administrative functions and operations of the assigned office.

4. Understand the organization and operation of the assigned Vice President’s Offices as necessary to assume assigned responsibilities.

5. Understand, interpret, apply, and explain applicable rules, regulations, policies, and procedures independently, apply them with good judgment, and use judgment and discretion to act when precedents do not exist.

6. Troubleshoot most office administration problems and respond to all inquiries and requests related to work area.

7. Effectively handle and resolve difficult and sensitive situations.

8. Develop office procedures.

9. Establish, review, and revise office work priorities.

10. Plan, organize, and delegate work to meet schedules and deadlines.

11. Train, lead, and provide work direction and guidance to area staff.

12. Select, train, evaluate and provide work direction to student workers.

13. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

14. Research, compile, assemble, analyze, and interpret data from diverse sources.

15. Prepare a variety of clear and concise administrative and financial reports.

16. Independently compose and prepare correspondence and memoranda.

17. Maintain confidential, complex, and interrelated files and records.

18. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

19. Adapt to changing technologies and learn functionality of new equipment and systems.

20. Type at a rate of speed necessary for successful job performance.

21. Take and transcribe dictation at a rate of speed necessary for successful job performance.

22. Use sound judgment in recognizing scope of authority.

23. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.

24. Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.

25. Participate in the preparation and administration of assigned budgets.

26. Use correct English usage, grammar, spelling, punctuation, and vocabulary.

27. Make arithmetic calculations quickly and accurately.

28. Work confidentially with discretion.

29. Understand and follow oral and written directions.

30. Work under steady pressure with frequent interruptions and a high degree of public contact by phone, e-mail, or in person.

31. Work independently with very little or no direction.

32. Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio economic, and disabled populations of community college students.

33. Communicate clearly and concisely, both orally and in writing.

34. Establish and maintain effective working relationships with those contacted in the course of work.

Desirable Qualifications

1. Bachelor’s degree preferred, with four years experience as an Executive Assistant and/or equivalent administrative work experience.

2. Ability to work under tight deadlines, constant interruptions, and with a diverse population.

3. Knowledge of all office programs, including Microsoft Excel.

4. Community College experience highly desirable.

Job Work Schedule

40 hours/week, Monday – Friday, 8:00 a.m. – 5:00 p.m., hours may vary depending on department needs, occasional evening and weekends required as needed, 12 months/year.

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.


Work is performed primarily in a standard office setting.


Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Posting Detail Information

Posting Number AS151P
Open Date 02/16/2018
Close Date 04/02/2018
Open Until Filled No
Special Instructions to Applicants

The salary range for this position will increase as a result of the classification/compensation study. The range will increase to C430 on July 1, 2018.

Notification to Applicants

The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position

Instructions for Personal Qualifications Statement

The purpose of the personal qualifications statement is for you to provide information on how your education and experience relate to the requirements and duties of the position. There is no form to complete. Applicants are requested to provide their personal qualifications statement by uploading a document, the same way as you do for your cover letter.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. Personal Qualifications Statement
Optional Documents
  1. Transcripts/Credentials
  2. Other Document